10.the memorandum

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1. THE MEMORANDUM

2. MEMO The word memorandum (plural: memoranda) is a Latin word, which means ‘something to remember.’ It is often shortened to ‘memo’ (plural: memos).

3. Purpose The purpose of a memo is to convey important information efficiently. It may be used for Giving recommendations O utlining new procedures Announcing personnel changes Persuading others to take action Giving feedback on an issue

4. Format of Memo Reports MEMORANDUM TO : FROM : DATE : SUBJECT: _____________________________________________________________________________________________________________________________________________________________________ Copies to: Signature ---------- ----------

5. General guidelines Heading : Information about the sender and receiver TO: FROM: DATE: SUBJECT: Highlight this part Include the job title of sender and receiver

6. Message : provide a context for readers by considering the following Is your memo a result of a situation? For instance, "As a result of yesterday’s meeting..." Is your memo a reminder? For example, "The Proposal is due July 2.“ Include your contact information if required Use of lists and headings, subheadings Be concise

7. Format Guidelines Memos have one-inch margins around the page and are on plain paper All lines of the memo begin at the left margin The text begins two spaces after the subject line The sender usually signs the Memo using initials, first name, or complete name

8. Common Types of Memos Directive Memo: A directive memo states a policy or procedure you want the reader or co-worker to follow. Clear and concise statement about the purpose Rationale for a decision or procedure.

9. Example of Directive Memo

10. Response Memo: to provide the audience with desired information. It usually has four parts: Purpose statement Summary Discussion Action

11. Example of response memo

12. Field Report Memo : to report on inspection and procedures It has the following structure: Purpose of memo Summary Problem leading to the decision to perform the procedure Methods Results Conclusions Recommendations

13. As a personnel manager inform the production manager about the approval of change in working hours of workers from 8.00a.m-5.00 pm to 7.00 am- 4.00 p.m.as requested by him in a previous communication.

14. Assume yourself as the manager of a reprography unit. Write a memo to the purchase manager regarding the purchase of a new photocopier machine to meet the increasing needs of unit.