Memo
A memo is a document typically used for communication within a company. Memos can be as formal as a business letter and used to present a report.
However, the heading and overall tone make a memo different from a business letter. Because you generally send memos to co-workers and colleagues, you do not have to include a formal salutation or closing remark.
Sources: writing.colostate.edu/guides/documents/memo/pop2a.cfm
mem•o•ran•dum (mĕmˌə-rănˈdəm)
Noun pl. memorandums me•mo•ran•dums or me•mo•ran•da (-də)
1. A short note written as a reminder.
2. A written record or communication, as in a business office.
3. Law a short written statement outlining the terms of an agreement, transaction, or contract.
4. A business statement made by a consignor about a shipment of goods that may be returned.
5. A brief, unsigned diplomatic communication.
Sources: www.yourdictionary.com › Dictionary Definitions
MEMO
From: (person or group sending the memo)
To: (person or group to whom the memo is addressed)
RE: (the subject of the memo, this should be in bold)
Date:
• The term "memorandum" can be used instead of "memo".
• A memo is generally not used as formal as a written letter.
• However, it is certainly not as informal as a personal letter.
• The tone of a memo is generally friendly as it is a communication between colleagues.
• Keep the memo concise and to the point.
• If necessary, introduce the reason for the memo with a short paragraph.
• Use bullet points to explain the most important steps in a process.
• Use a short thank you to finish the memo. This need not be as formal as in a written letter.
Sources: esl.about.com › Business English › Business English Writing
CONTACT COMPUTER GRAPHICS
MEMORANDUM
To:
From:
Date:
Subject: S M Chan, General Manager
Samantha Ng, Office Manager
17 February 2011
Purchase of a Microwave Oven
________________________________________
1. Introduction
At the monthly staff meeting on Monday, 14 February 2011, you requested information about the possible purchase of a microwave oven. I would now like to present these details.
2. Background
Since the move to the new office in Kowloon Bay, staff have difficulty in finding a nearby place to buy lunch.
3. Advantages
Providing a microwave oven in the pantry would enable staff to bring in their own lunchboxes and reheat their food. Also, staff members are less likely to return to work late after lunch.
4. Staff Opinion
A survey found that staff would like to use the microwave oven.
5. Cost
Details of suitable models are given below:
Brand Model Price
Philip
Sharpe
Sonny M903
R-3R29
6145 X $2,800
$2,600
$2,400
6. Request
If this meets with your approval, we would appreciate it if you could authorize up to $3,000 for the purchase of the microwave oven.
Samantha Ng
Why write memos?
Memos are useful in situations where e-mails or text messages are not suitable. For example, if you are sending an object, such as a book or a paper that needs to be signed, through internal office mail, you can use a memo as a covering note to explain what the receiver should do.
How to write a memo
Memos should have the following sections and content:
1. A 'To' section containing the name of the receiver. For informal memos, the receiver's given name; e.g. 'To: Andy' is enough. For more formal memos, use the receiver's full name. If the receiver is in another department, use the full name and the department name. It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal.
2. A 'From' section containing the name of the sender. For informal memos, the sender's other name; e.g. 'From: Bill' is enough. For more formal memos, use the sender's full name. If the receiver is in another department, use the full name and the department name. It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal.
3. A 'Date' section. To avoid confusion between the British and American date systems, write the month as a word or an abbreviation; e.g. 'January' or 'Jan'.
4. A Subject Heading.
5. The message.
Unless the memo is a brief note, a well-organized memo message should contain the following sections:
a. Situation - an Introduction or the purpose of the memo
b. Problem (optional) - for example: "Since the move to the new office in Kowloon Bay, staff have difficulty in finding a nearby place to buy lunch."
c. Solution (optional) - for example: "Providing a microwave oven in the pantry would enable staff to bring in their own lunchboxes and reheat their food."
d. Action - this may be the same as the solution, or be the part of the solution that the receiver needs to carry out; e.g. "we would appreciate it if you could authorize up to $3,000"
e. Politeness - to avoid the receiver refusing to take the action you want, it is important to end with a polite expression; e.g. "Once again, thank you for your support.", or more informally "Thanks".
D.N. Aloysius/ Lecturer in charge
20.02.2011
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