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The Memorandum

an introduction to the format and what's to include in a simple memo with a scenario question to create a memo

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The Memorandum

  2. 2. MEMO The word memorandum (plural: memoranda) is a Latin word, which means ‘something to remember.’ it is often shortened to ‘memo’ (plural: memos). The memo can be working in the same organization as the writer.
  3. 3. Format of Memo Reports MEMORANDUM TO : FROM : DATE : SUBJECT : (Details/Content of the report)
  4. 4. 1. Memos are not distributes outside the organization, so they may not need the best-quality paper. 3. As they may convey important information, clarity, careful arrangement, and neatness are important.
  5. 5. 3. A memo does not require a complimentary close or a signature. 4. However, it is all right to initial the memo - beside the name types at the top or at the bottom of the memo – or even sign your name at the bottom.
  6. 6. 5. The style and tone of your memo should be the same – whether you are writing to your colleague or your superior. 6. An over-friendly memo in an informal style to the manager may be a sign of disrespect.
  7. 7. 7. Paragraphs, however short, must always be numbered to make it easy to read.
  8. 8. 1. Put the message in context • Give any background information which the receiver needs to know before he can fully understand the message. For example, reference to a conversation, a meeting or a previous memo. • Phrase the opening sentence very clearly and simple so that the main idea is understood. With reference to… I expect that you already know that… Regarding your memo of 10 October,… At the last sales meeting, it was decided that…
  9. 9. 2. Provide the details of the message • Depends on the purpose of the memo. Are you giving some information, making a request, giving instruction or justifying certain action you have taken? • Write in a polite, undemanding, personal tone. Justify the request, or explain the importance. State desired action in a positive and supportive, not negative or dictatorial manner. I wish to inform you that… Could you please… I would be grateful if you could…
  10. 10. 3. End your memo in a courteous manner • Courteously request a specific action and indicate gratitude. Could I please have your comments on this new company handbook? Any suggestions you wish to make regarding the amendments would be appreciated.
  11. 11. • Clearly state any deadline or time frame, and briefly justify if it is genuinely important. The printer will be coming to finalise the proof on Monday, 7 August, so your prompt reply would be appreciated.
  12. 12. LET’S TRY THIS!
  13. 13. • You are the manager of Juicy Fresh Food M’sia (JFF, Cheras Branch). Write a memo to all junior employees informing them that a special course is being arranged at Head Office in Subang Jaya to train new staff who have not previously spent time at the store’s check-out counters. It will be held from 21-23 July. All expenses will be absorbed by the company. Those who wish to attend the course should submit their names to Syarifah Norish Syed Mohammad of Staff Training Department by the end of this week.