Memo how to write a effective memo .pptx

memo writing course slides

1. Unit 3 Memos and Minutes 备忘录与会议记录

2. Contents I. Introduction of Memo Memos II. Structure of Memo III. Sample Analysis IV. Exercises

3. I. Introduction The letters we discussed in the previous units are mostly written communication between companies, while memos and minutes are common forms of communication within a company . Memos

4. 1. What is Memos? Memo, short for memorandum , is a simple and efficient message that is used to remind people of or draw people’s attention to certain matters. Memorandum: a Latin word which means “thing to be remembered”. Here it refers to a written record or communication, as in a business office. Memos

5. 1. A Memo is: A hard-copy (sent on paper) document. Used for communicating inside an organization. Usually short. Contains To, From, Date, Subject Headings and Message sections. Does not need to be signed , but sometimes has the sender's name at the bottom to be more friendly, or the sender's full name to be more formal. Memos

6. 1. Memos Title: Memo (or Memorandum )—It is the word written at the top center of the paper. To— It is followed by the name of the receiver. From —It is followed by the name of the sender. Date— It is usually written in “Month Day, Year” form. It is better not to write the month in abbreviated form. Subject— It is the topic of the memo. It must be brief and clear. Body —It is the message itself and often written briefly. A well-written memo usually consists: Memos

7. Title Many companies have memo stationery with the company name or logo at the top. Stationery is optional, however. Memos typically begin with titles such as MEMO, MEMORANDUM, INTERNAL MEMORANDUM, or INTEROFFICE CORRESPONDENCE. Usually, the title is written in all caps and is centered or left-aligned. Memos

8. Heading The four standard headings for memos are TO:, FROM:, DATE:, and SUBJECT: (or Re:, short for Regarding). These headings can be arranged in almost any order  The information following these headings should be aligned (see sample memo). The subject line should be short and informative . It may overflow to a second line if necessary. Memos

9. Body The body should begin two or three lines below the heading. Salutations , such as “Dear Employees” or “Hello, Everyone” are unnecessary . The body is usually single-spaced with one blank line between each paragraph; however, very short memos may be double-spaced. Indenting paragraphs is optional. If a memo extends to a second page, head the second page as you did the first. Memos

10. Body Use a conversational tone. A good memo body shall: Memos and Minutes Since the reader and the author are familiar, you may use ordinary words, first-person pronouns , but it doesn’t mean that you can be casual with your writing. A memo written to someone less familiar, particularly to someone in a higher position in the company, can be as formal as any formal business letters.

11. Body Be brief. As a tool of efficient internal communication, memos should be concise. You can only convey what you intend to say. You should avoid redundancy in your message. Have a single topic. An effective memo usually discuses a single topic; thus the reader may concentrate on the subject. A good memo body shall: Memos

12. Body The body of the memo carries a clearly structured message, which is often written in short numbered paragraphs . The body, including the subject sentence, should be blocked to the left margin . The body should be written in plain English to present readers with an objective and factual description of the topic. Tips for a good memo body (additional): Memos

13. Closing Make a curteous closing statement. Do not use “sincerely” or other letter-like example. Example: Please send me your documents by the end of this week so that we can complete the project on time. Tips for a good memo closing: Memos

14. Uses four standard headings Body does not begin with a salutation Does not end with a complimentary close or a signature block Begins with title indicating that this is a memo This is a sample memo. Uses bullet points to improve readability

15. II. Sample Analysis Letter A: A memo on EASY Lines Memorandum To: All employees From: Daniel Kramer, General Manager Date: March 12, 20 13 Subject: EASY Lines EASY Lines were installed two years ago to give all employees easier telephone access to our customers and suppliers in other parts of the country. In fact, our company ’ s growth rate has increased since then, and we attribute at least part of that growth to the new telephone system. As sales have increased, so have our telephone bills. Unfortunately, in the past few months those bills have been growing faster than sales. It seems that a few individuals have been using the long-distance lines to make personal calls. Needless to say, this abuse of the EASY Lines must stop. (To be continued) Memos

16. II. Sample Analysis (Continued) Not only does it reduce our profits, but it also ties up lines that might be needed for business calls. Please do your part to keep our company profitable and healthy. If you absolutely must make a personal long-distance call during business hours, please charge it to your own personal account. Your colleagues will appreciate your consideration. Memos

17. II. Sample Analysis Letter B: A memo on new copying machines Memo To: All Staff From: Allen Smith, Administrative Officer Date: November 28, 2005 Subject: Operating Instructions for New Copying Machines A new photocopier has been installed in the general office. All staff is welcome to use it. To ensure the copier’s survival, it is important to keep the following procedures in mind. Use the machine for no longer than 30 minutes at a time. After use, allow the machine to cool for at least 5 minutes. Make sure the switch is turned off after use. Please speak to me if you have any questions about the machine. Memos

18. II. Sample Analysis Can you sum up the writing principles of memos? Key: Memos should have a conversational tone and a single topic, and should be very brief. Questions for comprehension: Memos

19. II. Sample Analysis 1. What is stated in the heading of the memo? 2. List the outline of the memo A. Key: 1. In the heading of the memo, there are To, From, Date , and Subject . 2. In the body of memo A, the author first compliments the EASY Lines. Then a problem is put forward—some people are making personal long-distance calls. In the end the author requires no more such calls paid by the company. Additional questions for comprehension: Memos

20. III. Sample Contrast Letter A: A memo To: District IT managers From: Date: Tuesday Subject: A meeting is to be held at 2:00 p.m. on Monday at the head office. Memos

21. III. Sample Contrast Letter A: A memo Memo To: District IT managers From: Jack Green, Vice President Date: Tuesday, May 21, 2013 Subject: IT meeting An IT meeting is to be held at 2:00 p.m. on Monday, May 27, at the head office. IT managers from district offices are required to participate, who will discuss the improvement of the organization's IT systems. A system expert will give a presentation on the procedures of the improvement. See you at the meeting. Memos

22. Using the rules on the previous slides, can you find the errors in this memo?

23. The body should not begin with a salutation. The memo should not end with a complimentary close or a signature block. (1) The headings should be capitalized, (2) the information following them should be aligned, (3) the Dr. preceding the recipient’s name should probably be removed, and (4) the subject line should probably be compressed. The boxed words in the body of the memo are informal and should be upgraded.

24. The errors have now been corrected. The complimentary close and signature block have been removed.

25. Date: 2 December 2003 To: All members of staff, Northern Branch From: KLJ As you know, one of the reasons for the introduction of laptops in Northern Branch was to provide us with feedback before we decide whether to provide laptops for staff in other departments. The Board has asked me to submit a report on your experiences by the end of this week. I talked to some of you informally about this last month. During my brief visit I noticed a group of people in the canteen playing some kind of computer game and I heard from a senior manager that he only used his for writing letters. So that I can compile a full report. I would like everyone to let me know what they personally use their laptop for, what software they use and how long per day they spend actually using it. (To be continued) Additional exercise: improve the letter Memos

26. (Continued) It would also be useful to find out how their laptop has not come up to expectations, and any unexpected uses they have found for their laptop, so that others can benefit from your experience. KLJ Additional exercise: improve the letter Memos

27. Incomplete heading. unclear objective. Imprecise submission deadline. It is not clear what information KLJ wants exactly. Memos The letter can be improved from the following aspects:

28. Memo Date: 2 December 2003 To: All members of staff, Northern Branch From: KLJ Subject: Laptop Computers The board urgently requires feedback on our experience with laptops in Northern Branch. I need to know, for my report: 1. What you personally use your laptop for and your reasons for doing this. If you are doing work that was formerly done by other staff, please justify it. 2. What software you use. Please give the details. 3. How many hours per day you actually spend using it. 4. How your laptop has not come up to your expectations. (To be continued) Memos Improved version

29. (Continued) 5. What unanticipated uses you have found for your laptop that others may want to share. Please fax this information directly to me by 5:00 p.m. on Wednesday 7 December. If you have any queries, please contact my assistant, Jane Simmons, who will be visiting you on Tuesday 6 December. Thank you for your help. Memos Sample version

30. I should like to know exactly what action has been taken. 我想确切地知道采取了什么样的行动。 I would like you to give me a record of… 我想请你给我一份 …… 的记录。 Can you please arrange for…? 你能安排 …… 吗？ IV. Useful Patterns and Sentences Memos Memos

31. P lease find out what is going on. 请查明发生了什么事情。 C ould you please ensure that…? 你能确保 …… 吗？ I am writing to remind you that… 我写信提醒你 …… 。 IV. Useful Patterns and Sentences Memos Memos

32. I have investigated… as requested in your memo of March 2. 如您在 3 月 2 日的备忘录中所要求的，我调查了 …… 。 I have completed my study of… 我完成了关于 …… 的调研。 I am informed/told that… 我被通知 / 告知 …… 。 IV. Useful Patterns and Sentences Memos Memos

33. I have recommended that… 我建议 …… 。 S hall we get together sometime later this week to discuss…? 这周晚些时候我们能一起讨论 …… 吗？ W e ought to be thinking about… 我们应该考虑 …… 。 IV. Useful Patterns and Sentences Memos Memos

34. Do not include a salutation. Do not use slang or informal language. When appropriate, use bulleted lists to improve readability. Do not include a complimentary closing or signature block. Tips

35. Alex: Could you organize a meeting on Tue. with all the HRM Department to discuss our new training courses and send a memo to inform them about it. Look at my desk diary for the best time. We’ll hold the meeting in the boardroom and it’ll take about 1 hour. Thanks. Paul Additional exercise Use the note and diary page below to write a memo to all staff in HRM Dept. (30-40 words) Tuesday, June 8 09:00 Meeting with Polo Rose 9:30-10:30 10:00 _______________ 11:00 _______________ 12:00 Lunch with Stuart 12:00-13:30 13:00 ________________ Memos

36. Memo To: All staff in HRM Dept. From: Alex Date: June 7 Subject: A meeting on new training courses There will be a meeting on Tuesday June 8 at 10: 45 in the boardroom to discuss the new training courses. All staff is/are supposed to attend. The meeting is scheduled to last about 1 hour. Sample version Memos

37. Homework P77 Exercise 3 Memos