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MEMO

: -Its a document or other communication -helps the memory by recording events

Abbreviation

of MEMORANDUM. Memos are official internal notes in an organization. A memo is a short, to the point communication conveying your thoughts, reactions or opinion on something. A memo can call people to action or broadcast a bit of timely news. A memo is not a letter, nor is a letter a memo. The shorter the memo, the better.

The

most important aspect of Memos is that THEY ARE SHORT. Points should be arranged in a logical order. Keep it short and to the point. Keep it structured. You can also use a list of numbered points.

Informative Opening

subject line

- Summarize the message


-Reveal the main idea immediately
Body

-Explain and justify the main idea


Appropriate

Closing

-Action information dates & deadlines -Summary -A closing thought

A memo should include: TO FROM DATE SUBJECT (Re) Main Message

1. 2.

Subject must be intriguing It can be: A response to a question you received. A point you want to make.

Rule

is one page. Half a page is better. Two or three short sentences is best.

End

with a call to action

e.g.

Aslam, call me as soon as you have read the attached report. You may also like to thank the reader.

Make

sure you include your contact information in the memo so your colleagues know how to get back to you. The type of contact information should be the one, the way you want to be responded.

You

may write your initials or sign the memo if you deem it necessary, though it is not obligatory.

Processes

for successful memos; 1- Prewriting


2- Writing 3- Revision

Determine

your purpose

Visualize

the audience

Select

the medium the reaction to your message

Anticipate

Collect

relevant information into a list the first draft

Organize

Compose

Use

plain English

Provide

clarity and conciseness

Proofread

and make necessary corrections

Evaluate

from the readers viewpoint

Define

the problem: As you probably know

Tell

the reader why should they feel concerned: If X happens; it is in everybodys interest.

Say

the result you want to get This is the reason why I am asking.

Say

what you want the reader to do and when I would like us all to. Please could you If you need help Thank you for.

Closing statement: DOs AND DONTs Use


Avoid These
These
Im glad Ill be glad to Write me / call me Youve been a big help

I hope We trust Do not hesitate Thank you again

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