9 Official Common Memos presentation .ppt

common memos

1. Written Communication
Writing Memos
Session 8

2. Objectives of the Session
Differentiate b/w a letter and a memo
Know the structure and parts of a memo
understand the purpose and structure of
different types of memos
draft memos for various purposes with
standard format and language.
critically evaluate memos

3. What is memo?
Amemo isashort,tothepoint
communication.
Itisusedforconveyingyourthoughts,
reactionsoropiniononsomething.
Amemocancallpeopletoactionor
broadcastabitoftimelynews.

4. situations:
Policies (changes and new)
Instructions
Procedures
Announcements

5. Why memos?
Memosare one of the most widely used
means of internal written communication in
an organization when the message is too
complicated for a simple email or when
confidentiality is important.
You can use memos for a variety of
purposes. Let's take a quick look at some of
the more common types of memos.

6. Types of memos
Directive Memos
You may write a memo to give a directive.
A memo that provides instructions or
directions on how to proceed given a certain
circumstance.
For example, you may compose a directive
on how employees should get medical
expenses.

7. Status Memos
It is sometimes called aprogress report,
which simply explains the status or progress
of a particular assignment or project to a
supervisor.
A status memo will include the progress to
date and what's left to be done.

8. Memo style:
Concise: Make your sentences, paragraph, and
overall memo as brief and as focused as possible.
Clear: Get your purpose straight before you start,
then plan what you want to say and in what order.
Use your memo layout to help your reader (headings,
bulleted lists, white space, as appropriate).
Direct: Speak directly to your reader, as you would in
person or on the phone. Do not pad your ideas with
unnecessary details. Think of what questions your
reader wants answered, and then answer them.
Clean: Reread, revise, copyedit, and proofread.

9. Parts of a Memo
Standardmemosaredividedintosegments
toorganizetheinformationandtohelp
achievethewriter'spurpose.
Theheadingsegmentfollowsthisgeneralformat:
TO:(readers' names and job titles)
FROM:(your name and job title)
DATE:(complete and current date)
SUBJECT:(what the memo is about)

10. Parts of a Memo
Opening Segment
Summary Segment
Discussion Segment
Closing Segment

11. Task -1
Read the material included in your manual to
understand the parts of a memo and how to
write a memo using this information.

13. Example: A short memo announcing an upcoming meeting
To: Visiting scholars in the department
From: John Sinclair
Date: 13 January, 2011
Subject:Information meeting
On28Januarytherewillbeaninformationmeetingforallvisiting
scholarsinthedepartment.Themeetingwillcoverthingslike
availablefundingforconferencesandtravel,insuranceissues
andotheradministrativeaspects.
ThemeetingwilltakeplaceinroomF233at10:30a.m.SinceI
wouldliketosupplysomerefreshments(coffee,teaandaroll),
pleaseletmeknowwhetheryouwillattendnolaterthanFridayof
thisweek.
Lookingforwardtoseeingyouinthemeeting.

14. Writing Memo
General Memo:
Main Idea
Explanation
Decisions/ Action
Closing

15. Writing Memo
Warning Memo:
Main Idea
Detail/ Background
Decision Taken
Bad news Memo
Buffer
Explanation
Decision

16. Task-2
Write down a memo warning all your
subordinates for late coming to office.
Draft a memo informing all the members of
your staff about the change in office timings.
The new time is 9 to 6.

17. Group Task
Analyse the drafted memos and improve in
the light of the comments and observations

18. Study links
https://www.thoughtco.com/memorandum-
memo-term-1691377
https://courses.lumenlearning.com/technicalw
riting/chapter/memos/
https://web.uvic.ca/~sdoyle/E302/Notes/Mem
o%20Writing%20tips.html