A memorandum by mk.pptx djsiydw djeh dhus

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1. Topic: Memorandum/memo After the class you will be able to Discus memo Its purpose Structure and format characteristic of a memo Differentiate email, letter and memos Impotence, uses and advantages of writing a memo

2. Memorandum Considered “ inside” correspondence /document. It is written to someone in your company . A written statement you prepare specially for a person or communicate an order to give them information about a particular method.

3. The word  Memorandum is derived from the Latin word ‘ memo rare’ which means “ to remember ”. In law a memorandum means a document recording terms of contract . The plural of memorandum is memorandum s or memoran da .  It is commonly known by its abbreviation, viz ., and memo.

4. Memos , letter and emails Memos : used for internal communication , are formal and concise, and follow a specific format. Letters : used for external communication and can be more detailed, emails : used for both and are flexible Introduction  A memo  is less formal than a letter.  It usually conveys one idea and is likely to be short.  Effective memos are clearly written with the objective stated in the first sentence .

5. Advantages of Memos  Quick & Convenient Inexpensive A Written Record

6. Purpose of Memo   Inquire To Inform To Report To Remind To Promote Goodwill

7. Characteristics of Effective Memos 1) Clarity 2) Conciseness 3) Unity of Theme 4) Informal Tone

8. Characteristics 8.  Clarity: memo must  be clearly written because an unclear and vague memo will confuse the reader, leading to delay and no action. 9.  Conciseness and direct  : should contain only essential information . Avoid unnecessary explanations, repetitions, wordy expressions, and amplification.

9. Characteristics 10.  Unity of Theme A  memo which does not have unity of theme, distracts the reader and ceases (terminates) to be purposeful. An important way of ensuring unity in a memo is to make sure that it deals with only one topic . A single topic is developed , and related ideas are subordinated. 11.  Informal Tone : In  memo tone is usually informal and conversational .  As the writer is likely to be familiar with the reader, personal tone may be used in memos .  A very formal tone might sound intimidating.

10. Parts of a  Memo Four parts: Heading Opening Body Closing

11.   1. Heading : I ncludes four elements : 1) To: (Name and designation of the recipient ) 2) From: (Name and designation of the sender ) 3) Date: ( Complete and Current) 4) Subject : ( Topic of the memo)("Changes to students Leave Policy“)

12. To: Mr.Ahmer Director Sales From:  Mr.Ali Sales Manager Date: March 11, 2016 Subject: SALES SUMMARY FOR THE YEAR 2016 OR Subject: Sales Summary for the Year 2016 Example of Heading Segment

13.   2. Opening  state  purpose of memo , give the facts . Examples: “Here is a summary of the measures the Campus Security Department is taking to ensure that only authorized people are allowed into the administrative offices.”

14. 3. Body • —single spaced contains the message of the memo. • It describes, explains, and discuss the central idea of the memo and includes all the details that support the senders’ ideas. • The body may contain a brief statement of the key recommendations the sender has reached.

15.   4. Closing Make a  courteous closing statement. Do NOT use “sincerely” or other letter-like ending. Example: “Please send your recommendations to me by October 5, 2016 so that we are able to complete the project by the end of November, 2016.”

16. Essentials Be sure the memo  States the purpose clearly  Presents message effectively  Uses a courteous tone  Gives reader complete, accurate details  Concludes appropriately