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CSS - Memo Writing.

The document provides information about memos, including their purpose and format. It discusses how memos are used for internal office communication and outlines the typical four steps for writing a business memo, including creating a heading, writing the body, finalizing the document, and distributing the memo.

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rahuldodiyat001
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18 views

CSS - Memo Writing.

The document provides information about memos, including their purpose and format. It discusses how memos are used for internal office communication and outlines the typical four steps for writing a business memo, including creating a heading, writing the body, finalizing the document, and distributing the memo.

Uploaded by

rahuldodiyat001
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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What is a memo?

A memo is a short, internal, written communication from one section of the office
to another. That is why it is also called an inter office memo. The memo is a formal
method of written communication with a well established format and style.

Memos in the office.


What is the role of a memo within the office? Well, first it’s important to
remember that memos are usually meant for use only within the office and are sent
through the internal mail system of the company. Anything that needs sending
externally, to clients or suppliers etc, should be written in the more formal format
of a letter. Secondly, they should be used when the information needs to be put in
writing, not as a way to avoid speaking with people face-to-face. And lastly, they
should be clear and brief. If what needs to be communicated is long and complex
another format, such as a report, may be more appropriate. Memos are often used
to:
instruct – about fire or health and safety procedures, new equipment and so on
remind – when staff need to remember an important time or date, such as a
monthly meeting
highlight – informing others of changes in staff roles, such as promotion or
dismissal

Four Steps in Writing a Business Memo

1. Create the Heading

Business memos that will be printed or emailed as attachments should begin with a
heading that lists the name(s) of the staff members who will be receiving it. If the
memo will be included in the body of an email, this section is not necessary
because the email program will provide the information typically included in a
memo heading for you.

Example memo heading:

Memo To: fill in recipient name(s)

From: sender's full name

Date: date memo is sent

Subject: specific subject line


Headings should include the full name (no nicknames) of the person or people who
will receive the document. You should also include your full name, and the date
the memo was prepared. The next part of the heading is the subject of the memo,
which is usually indicated by "RE:", which stands for "regarding." Make the
subject as specific as possible. Instead of a general heading such as "New Policy,"
choose "New Policy for Scheduling Vacations." If the menu will be copied to other
people, end the heading with a CC: line.

2. Write the Body

The body of a memo includes three components:

Introduction: This should be a short paragraph of two or three sentences that lets
people know the reason for the memo in a direct manner.

Recommendations or purpose: This section gets to the meat of the message using
key points, highlights or background information. It may include supporting detail
like facts and statistics, as well as examples and reasons for the memo.

Conclusion: The conclusion will make it clear what action needs to be taken and
when it needs to be completed or reiterates the timely news included in the memo.

3. Finalize the Document

Proof the memo carefully before you send it. Make sure that is free from typos and
that the document accurately conveys the point(s) you want to get across.

Use the following guidelines when evaluating what you have written and make
changes as needed.

Audience-appropriate: Verify the document is appropriate for the education,


background, company status and needs of the recipients.

Concise: Remove needless words and keep the memo to one page or less in most
circumstances.

Coherent: Make sure that the memo structure is simple and logical and that each
paragraph is limited to one idea.
Readability: Make sure to keep paragraphs short and use bullet points to list key
details.

Terminology: Use appropriate terminology that the audience can be expected to


understand.

Factual tone: Verify that the tone is professional and that you have not included
emotionally-charged words.

Appearance: Ensure the finished document is visually appealing and easy to read.

4. Distribute the Memo

When you are sure the memo is ready to go, hand-write your initials by your name
on the 'from' line, then copy and distribute the document to the recipient(s) if you
are sending hard copies.

If you are sending the memo via email, you may want to convert it to a PDF
document before sending, so that you can be sure the format will carry through to
everyone who receives it. One you have done that, simply enter the appropriate
email addresses, attach the memo and add a descriptive subject line. You may also
want to add a few lines of introductory text in the body of the email directing
readers to open the attachment before clicking 'send.
INTER OFFICE MEMO

JETKING MOTOS PVT. LTD.

25, Business Avenue

Mahatma Gandhi Marg,

DELHI

To: The Finance Officer

From: The Assistant Manager

Date: 06.02.2018

Subject: Allocation of more funds.

This is to bring to your kind notice that this month I have received bills amounting more than the actual
allocated funds by you. The details of bills will be provided to you by e-mail. I kindly request you to
allocate more funds so that it will ease the process of clearing various bills and disburse the money to the
concerned people.

M.V.Iyer

(Assistant Manager)
INTER OFFICE MEMO

ABC GAS COMPANY

25, I Avenue

George Bush Road

New Mexico

To: The Junior Engineer

From : The Superintendent

Date: 08/02/2018

Subject: Advance in case of emergency only.

There have been many abuses of advance against wages privilege. Hereafter, no advance against wages
will be made to any employee except in a genuine emergency.

(Sign.)

Superintendent

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