Memos

Introduction to memos

Memos:
▪ A brief written document used for communicating policies and
procedures within an organization.
▪ Often written on a mass communication
▪ It can reach to wider audience
▪ Facilitates officers in decision-making and problem solving.
▪ It is also known as ‘Memorandum’
Purpose:
▪ To inform readers about specific information
▪ To persuade others to take action or feedback
▪ To communicate basic information such as meeting times and
due dates
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Introduction to memos

Importance:
▪ Inexpensive to create
▪ Transparency of communication
▪ Keeps a record of operations
▪ Less disruptive than phone calls
▪ Fast and efficient
▪ Encourages critical thinking

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Format of a memo

▪ Subject Line: This will give the reader a brief idea about the
information in the memos. The line must be brief, precise and
to the point. Example – Subject: Meeting of all employees of
the Sale Division.
▪ The body of a memo: This is where all the information is
contained. A formal salutation is not required in a memo. Just
relay the necessary information with clarity and precision. The
body must not be too long. The ending must restate the issue
and end on a positive note.
▪ Proofread: Finally, proofread the memo before sending it.

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Format of memos

▪ Heading: After the name and address of the company (which

is on the letterhead) we type the word “Memo’ or
‘Memorandum’ at the top of the page in the center.
▪ Recipient: Address the recipients in the correct format,
Example -‘ To: All Employees of the Sale Division’
▪ Writer: Write the name of the person writing the memo,
Example – ‘From: Mr. ABC, Head of Sales’
▪ Additional Recipients: These are the people who will receive a
courtesy copy of the memo. We don’t address the memos to
them, but we keep them in the loop.
▪ Date: The date of writing the memos is an important detail that
one must include.

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Types of memos

Progress Report Memo

▪ A progress report simply explains the
status or progress of a particular
▪ project or assignment to a supervisor
▪ or manager.
▪ It will include the progress to date
▪ and what remains to be done.
▪ A progress report usually contains
▪ Date, name and position of the
▪ reader and writer, subject
▪ Purpose statement, summary,
▪ discussion, recommendation and
▪ 6 action.
▪ Response Memo
▪ It provides all the necessary
▪ information to the audience.
▪ It usually is a response to a
▪ question or series of
▪ questions
▪ It usually contains the following
▪ standard elements:
▪ References, subject,
▪ background,
▪ Summary, discussion and action

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Types of memos

Directive Memos:
▪ Includes instructions and
directions for the reader
▪ Used when there is a change
in policy
▪ It is usually sent with an
email

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Types of memos

▪ Announcement memos
▪ Announcement memos give positive
and negative news to employees.
▪ Promotion and job opening
announcements are often received
with excitement, while policy changes
and cut back announcements can
cause anxiety and stress.
▪ Memo writers remain neutral in their
announcements and do not appear
biased.
▪ Memos contain four key sections:
heading, opening, body and
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conclusion.
Types of memos

Field Report Memos:

▪ Includes problems,
methods and
results.
▪ It usually give
recommendations
and conclusions for
the problem
▪ Used for reporting
inspections and
procedures.

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Types of memos

▪ Funny memos

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Common mistakes in a memo

1. Abstract is not in the form of executive summary.

2. Table of content is missing list of tables and figures.
3. Table and figure number is missing.
4. Table and figure caption is missing.
5. Tables and figures not been referenced in the text (paragraph).
6. Objective, motivation, and conclusions behind each section of
memo is missing.
7. (Biggest Mistake!!!)
8. Use of first person language (I, we, and our). The formal reports are
written in third

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 Thanks!

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