mEMO

Presentation:

Presentation By Saima Fazal

Contents:

Contents Definition Purpose Audience Analysis General Format Types of Memo

Business Letters in English :

Business Letters in English Business letters are formal paper communications between, to or from businesses. It consists of: Letter Memo Fax 3

What is a Memo?:

What is a Memo? A memo is a document typically used for communication within a company. The heading and overall tone make a memo different from a business letter. Because generally you send memos to co-workers and colleagues, you do not have to include a formal salutation or closing remark. 4

Purpose of a Memo :

Purpose of a Memo to persuade to inform to request to express thanks to introduce a person or policy to recommend to apologize to congratulate to reject/offer a proposal to remind to invite/welcome to follow up to formalize decisions 5

Audience Analysis :

Audience Analysis Knowing your audience is very important when writing a memo. The typical audience for a memo is co-workers and colleagues. If writing a memo to employees from other companies working on the project.Do not only write that a meeting will take place by listing the date and time but also give details. 6

Audience Analysis (Continue):

Audience Analysis (Continue) Always include some way for them to get in touch with you and other members of the team working on the project. For example: if you are writing a memo for a paper, does your audience already know What the paper is about? What further information do they require to provide understanding? 7

General Format :

General Format General format of Memo. Heading Message Tone Length Format Guidelines 8

1)Heading:

1) Heading TO: FROM: DATE: SUBJECT: 9 General Format

2)Message :

2) Message First sentence of the memo should answer that question with a purpose statement. The best purpose statements are concise and direct. Always tell readers why memo is being written. Is your memo a result of a situation? For instance , "As a result of yesterday's meeting..." Is your memo a reminder? For instance , "The presentation is due February 12.“ 10 General Format

3)Tone :

3) Tone Sending memos to those working within the company, memo can be written in informal tone . For example, you might refer to your colleagues by their first names or use humor. However, always keep in mind that you still need to be professional. Ask yourself how the company's president would react to your memo. 11 General Format

4)Length:

4) Length Memos are generally short, concise documents. However, you may have to write longer memos, depending on topic. For example , a memo might present the new guidelines for a specific office task. Some memos might even introduce a short report. In this case, you might include the report in the memo. The memo might be a separate document, introducing the report. 12 General Format

Format Guidelines :

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 body of the memo is single-spaced, with two spaces between paragraphs Second-page headings are used, as in business letters The second page includes who the Memo is to, the page number, and the date The sender usually signs the Memo using initials, first name, or complete name 13

TYPES Of MEMORANDUM: :

TYPES Of MEMORANDUM: Directive Response to an Inquiry Trip Report Field/Lab Reports 14

1)Directive :

1) Directive A directive memo states a policy or procedure you want the reader or co-worker to follow. The body of the memo should begin with a clear, concise sentence that states the purpose of the memo 15 TYPES Of MEMORANDUM:

2)Response to an Inquiry:

2) Response to an Inquiry The purpose of this memo is to provide the audience with desired information. It usually has four parts: purpose statement summary discussion action 16 TYPES Of MEMORANDUM:

3)Trip Report:

3) Trip Report Trip report memo is usually sent to a supervisor after an employee returns from a business venture.Structure purpose statement summary discussion action 17 TYPES Of MEMORANDUM:

4)Field/Lab Report Memo:

4) Field/Lab Report Memo Memos are often used to report on inspection and procedures. Include the problem, methods, results, and conclusions, but spend less time on the methods section. 18 TYPES Of MEMORANDUM:

4)Field/Lab Report Memo (Continue):

4) Field/Lab Report Memo (Continue) A field or lab report memo has the following structure: purpose of memo summary problem leading to the decision to perform the procedure methods results conclusions recommendations 19 TYPES Of MEMORANDUM:

THE END:

THE END Thank you  20