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Writing a Memorandum
            Business Communication and Report Writing
Slides By Rana Usman Sattar
Student Of BBA(Hons)
PMAS Arid Agriculture University Rawalpindi
Gmail: ranaa.usman@gmail
Facebook: usman.shan86@yahoo.com
Memorandum

A memorandum is
considered “inside”
correspondence.
It is written to someone
in your company.
Advantages of Memos

Memos are:
  Quick
  Inexpensive
  Convenient
  A Written Record
Memorandum

A memo is less formal than a letter.
It usually conveys one idea and is likely to be
short.
Effective memos are clearly written with the
objective stated in the first sentence.
Purposes of Memos

To Inquire
To Inform
To Report
To Remind
To Transmit
To Promote Goodwill
Questions

   You should be able to answer several
   questions regarding your memo:
1. Exactly why are you writing the memo?
2. Is the person you are writing to in a position to
   make a decision?
3. Do you state your objectives immediately?
Check Your Memo

Is is easy to find the main   Have you removed
point?                        unnecessary words?
Would it help to              Is your memo filled with
underline, indent, or         technical jargon?
bullet the main points?       Is it positive?
Does your memo have           Does it “step on
plenty of white space for     anyone’s toes”?
easy readability?
Memos

A memo should be
designed to get your
message across quickly.
Busy people do not want
to waste time reading
unnecessary information.
Organization of the Memo

Statement of Purpose
Message
Statement of Future
Action
Special Formatting and
               Mechanical Techniques
Use enumerations to list
important items
Use solid capitals and
centering to emphasize an
important detail
Use columns with headings
to make reading and
understanding easier
Special Formatting and
                 Mechanical Techniques
Use underlining and side
headings to show natural
breaks
Use bullets to emphasize
several points
Use boldface and italics when
appropriate
Use color coding to attract
attention
Important “Nevers” in
                      Memo Writing

Never write memos or any other
communications which are
unnecessary.
Never write complicated, hard-
to-understand memos.
 Keep them simple and to the
   point.
Important “Nevers” in
                         Memos Writing
Never write rude, blunt,
or thoughtless memos.
Never send memos that
have typos, misspelled
words, or grammatical
errors.
– They are a poor reflection
  on you!
Important “Nevers” in
                       Memos Writing
Never waste space with
unnecessary introductory
material.
– Plunge in!
Never leave out
necessary details
causing people to have
to follow up with
questions.
Important “Nevers” in
                      Memos Writing
Never use a closing line
or a signature in a
memo.
BASIC PARTS OF A MEMO

TO:
FROM:
DATE:
SUBJECT:

Body of the memorandum—single spaced
Reference initials
Memo

Make sure the memo is
Clear
Concise
Correct
Concrete
Complete
Memos

Make sure the
memorandum is
Well placed
Has correct punctuation
and spelling
Memos

Be sure the memo
States the purpose clearly
Presents message effectively
Uses a courteous tone
Gives reader complete, accurate details
Concludes appropriately

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Writing a memorandum

  • 1. Writing a Memorandum Business Communication and Report Writing Slides By Rana Usman Sattar Student Of BBA(Hons) PMAS Arid Agriculture University Rawalpindi Gmail: ranaa.usman@gmail Facebook: usman.shan86@yahoo.com
  • 2. Memorandum A memorandum is considered “inside” correspondence. It is written to someone in your company.
  • 3. Advantages of Memos Memos are: Quick Inexpensive Convenient A Written Record
  • 4. Memorandum A memo is less formal than a letter. It usually conveys one idea and is likely to be short. Effective memos are clearly written with the objective stated in the first sentence.
  • 5. Purposes of Memos To Inquire To Inform To Report To Remind To Transmit To Promote Goodwill
  • 6. Questions You should be able to answer several questions regarding your memo: 1. Exactly why are you writing the memo? 2. Is the person you are writing to in a position to make a decision? 3. Do you state your objectives immediately?
  • 7. Check Your Memo Is is easy to find the main Have you removed point? unnecessary words? Would it help to Is your memo filled with underline, indent, or technical jargon? bullet the main points? Is it positive? Does your memo have Does it “step on plenty of white space for anyone’s toes”? easy readability?
  • 8. Memos A memo should be designed to get your message across quickly. Busy people do not want to waste time reading unnecessary information.
  • 9. Organization of the Memo Statement of Purpose Message Statement of Future Action
  • 10. Special Formatting and Mechanical Techniques Use enumerations to list important items Use solid capitals and centering to emphasize an important detail Use columns with headings to make reading and understanding easier
  • 11. Special Formatting and Mechanical Techniques Use underlining and side headings to show natural breaks Use bullets to emphasize several points Use boldface and italics when appropriate Use color coding to attract attention
  • 12. Important “Nevers” in Memo Writing Never write memos or any other communications which are unnecessary. Never write complicated, hard- to-understand memos. Keep them simple and to the point.
  • 13. Important “Nevers” in Memos Writing Never write rude, blunt, or thoughtless memos. Never send memos that have typos, misspelled words, or grammatical errors. – They are a poor reflection on you!
  • 14. Important “Nevers” in Memos Writing Never waste space with unnecessary introductory material. – Plunge in! Never leave out necessary details causing people to have to follow up with questions.
  • 15. Important “Nevers” in Memos Writing Never use a closing line or a signature in a memo.
  • 16. BASIC PARTS OF A MEMO TO: FROM: DATE: SUBJECT: Body of the memorandum—single spaced Reference initials
  • 17. Memo Make sure the memo is Clear Concise Correct Concrete Complete
  • 18. Memos Make sure the memorandum is Well placed Has correct punctuation and spelling
  • 19. Memos Be sure the memo States the purpose clearly Presents message effectively Uses a courteous tone Gives reader complete, accurate details Concludes appropriately