Business Communication Unit 9

Unit 9 Internal Business Communication – Writing

Memos, Circulars and Notices
Structure:
9.1 Introduction
Objectives
9.2 Memo
Principles of précis writing
Components and format of a memo
Language and writing style of a memo
9.3 Circulars and Notices
9.4 Summary
9.5 Glossary
9.6 Terminal Questions
9.7 Answers
9.8 Case Study

9.1 Introduction
In the previous unit, we learnt the various types of meeting. We learnt the
responsibilities of a chairperson during a meeting and how to prepare before
meeting. We also learnt the significance of and steps for follow-up after a
meeting. Some of the important points or issues discussed in the meeting
have to be conveyed to others in the organisation who were not a part of the
meeting. Such formal communication can happen with the help of memos,
circulars and notices. In this unit, we will discuss some of the written
communication media, including memos, circulars and notices. We shall
define the specific purpose of each of these media and offer guidelines for
writing them, along with the appropriate formats to be used.

Your project manager Mr. Russell Peter wants you to inform the staff
members to attend an orientation session to be held in conference room
on Tuesday, at 11 a.m. To convey your message you just have to write a
small note and circulate it to the members formally. As the
communication happens within the organisation and you are requesting
the members to attend a meeting you need not use a formal language. At
the same time, the information is not sensitive or confidential. So, you

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need not worry about the security aspect while communicating the
message. As you are circulating the information on behalf of your project
manager you need not have a salutation and complimentary closing. How
are you going to communicate the information to all the members in a
formal way keeping all these points in mind? Are you going to use a
memo, notice or circular to communicate and why do you choose it? You
can find answers to these questions only if you know what a memo,
notice and circular are.
This unit helps you to answer the following questions:
What is a memo?
What is a notice and circular?
How are they used in business communication?
In this unit we will study the importance of written communication and define
memo. We will learn the structure of a memo. We will also discuss the use
of circulars and notices for business communication.
Objectives:
After studying this unit, you should be able to:
 describe the structure of a memo
 explain the purpose of circulars and notices
 prepare memos, circulars and notices

9.2 Memo
As studied in unit 5, in an organisation a large amount of information is
communicated via the written medium. Written communications include
memos, notices, circulars, organisation periodicals, etc communicated via
e-mails, bulletin boards, etc.
Written communication is preferred over other forms of communication as it
provides a tangible and verifiable record of the information that was
exchanged. The record can be stored for an indefinite period and hence, in-
case of any concern on the communicated message, it is physically
available for verification. This is very useful for communication that involves
complex and lengthy information. For example, the company's marketing
plan for a new product contains a number of tasks spread out over several

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months and numbers of stakeholders are associated with it. Writing it down
helps to communicate the plan effectively to all and it will be readily
available for reference over the entire life span of the product.
Written communication can be used for both informal to formal
communication. As it can be easily duplicated, many individuals in the
organisation can receive the message simultaneously making it highly
flexible. The errors made in written communication can be easily identified.
Hence, individuals who prepare it take extra care. Thus, written
communications are likely to be well thought out, logical and clear.
Memo is one of the most important forms of written communication in an
organisation. Memos can be used for formal and informal communication.
The word ’memo’ is a short form for ‘memorandum’, which is derived from
the Latin word ‘memorandus’ which means “a thing which must be
remembered”. It is also referred to as an “inter office memorandum”, since it
is used primarily as a tool for communicating within the organisation. The
memo is essentially a condensed or a brief report that can be used to
convey information and decisions or to make short requests to co-workers,
superiors and subordinates. It is relatively informal in style, compared to
letters and long reports and is unpretentious and concise.
It is important for the business executive to know how to write condensed
reports or memos. Often, business executives may also be asked to
condense business articles for their superiors. This is essentially the same
as ’précis writing’, where an article is condensed to one fourth its size,
without losing the essence or meaning. The condensed article could then be
put in memo format and sent to the superior.
Given its importance, we shall briefly discuss how to write a ’précis’.
9.2.1 Principles of précis writing
As mentioned, précis writing is regularly done by assistants of top
executives, to help them in keeping up with their business reading. There
are three main principles of précis writing, which may be referred to as the
three C’s of précis writing. They are:
 Condensation – This means that the précis must be a brief, shortened
version of the original article. In general, the précis must be one fourth
the length of the original article.

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 Comprehension – While it is important to reduce the article to one fourth

its size, the article must not lose its meaning in the process. It must be as
easy to understand the condensed article as it is to understand the
original article.
 Coverage – In the process of condensing the article, all the main points
or ideas in the original article must be retained and adequately covered,
so that the shortened article comes across as complete.
Précis writing requires a lot of skill and is not just about chopping sentences
and words to reduce the length alone. All the three “C’s” are equally
important for a précis writing to be meaningful and readable. A perfectly
condensed article is of no value, if it cannot be understood. Similarly, an
article which is perfectly understood, but which omits some key ideas is not
of much use, as it does not reflect the original.
A writer needs to look for the following, in order to fulfil the three C’s of
précis writing:
 Main theme – This tells what the article is about. This is usually indicated
in the caption itself for example, “The Future of the Indian Auto Industry.”
If not, it is important to read the article fully and grasp the main theme.
 Components – These are the main ideas or the ideas used to support
the main theme. For example, the fact that “the growth of light
commercial vehicles is a trend which is likely to continue in the future,”
may be considered as one of the components or main ideas, as it will
have a bearing on the future of the auto industry.
 Elements – These are the key words that are used to express the main
ideas. For example, the number of light commercial vehicles has
‘increased fourfold’ in ‘urban’ and ‘suburban areas this year, compared to
the last year’. The words in single quotes are the key words.
Once a précis has been written, it may be written in a memo format. Figure
9.1 depicts a sample précis in a memo format.

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Fig. 9.1: Précis in a Memo Format

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In the précis shown in figure 9.1, the main theme is contained in the subject
line “Changing Face of Customer Relationship Management (CRM).” The
components or the main ideas are expressed by the different paragraphs,
each with a subhead. Some of the key words that are used to express these
ideas are “revolutionary technology”, “long-term benefits”, “in-depth cost-
benefit analysis”, “functional aspects”, “customised solutions” and “survival
of the fittest.”

Activity 1:
Select an article from any business publication and prepare a précis of the
article by reducing it to one fourth its size.
(Refer sub-section 9.2.1 for detailed guidelines.)

Self Assessment Questions

1. Written communication is preferred over other forms of communication
as it provides a ________________ and ________________ record of
the information that was exchanged.
2. ________________________ means that the précis must be a brief,
shortened version of the original article.
3. Which among the following indicates what an article is about? (Pick the
right option)
a) Main theme
b) Components
c) Elements
d) Subject

9.2.2 Components and format of a memo

As shown in the figure 9.1, a memo is a brief, one page or maximum two
page report. Figure 9.2 depicts a memo in full block format.

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Fig. 9.2: Full Block Format of Memo

Many companies have their own printed format in which the message is
written and sent. The format is similar to a letter as shown in figure 9.2.
Let us now study the components that form the structure or format of a
memo. Figure 9.3 depicts the components that form the structure of a
memo.

Fig. 9.3: Structure of a Memo

1. Header – This is a compact block of information which appears at the top

of the memo that includes the ’To’, ‘From’, ‘Date’ and ‘Subject’ headings,
which is similar to the title page of a longer and more formal report.
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The “To” heading must mention the name of the receiver or the primary
target audience for example, in the memo shown in the figure 9.1 the ‘to’ is
the Marketing Vice President (VP). The ‘From’ heading must include the
name of the sender or writer of the memo (Marketing Executive). The
‘Subject’ line must include the specific purpose of the memo (the title of the
précis memo shown in figure 9.1). This helps the writer in the development
of the message and lets the reader know what the memo is all about. Date
is the day when the memo is drafted or circulated.
2. Body – This is the text of the memo which contains the details and major
topics. Unlike letters, the memo need not have a formal salutation such as,
‘Hi’, ‘Respected’, ‘Dear’, etc. Unlike a formal report which has to be
completely objective, personal pronouns such as “I” and “you” are
acceptable in a memo, as in the opening sentence of the memo shown in
figure 9.3. This is because a memo is purely for internal use of an
organisation.
3. Close/action – Usually, unlike formal letters, memos did not have a
formal close for example, ‘Sincerely’ and a signature line. However, now-a-
days many organisations close their memos with letters like ‘Sincerely’,
followed by the hand written signature and name of the person circulating
the memo. But, it is up to the organisation standards which define the memo
structure. Therefore, it is very important to know standard template of the
organisation to know the organisation standard.
If the purpose of the memo is not just to communicate the message, then
there must be a clear call for action. The action indicates what the audience
has to do for example, “I request you to review my proposal and to grant
approval.”
4. Courtesy copy – This is widely known as ‘cc’ and earlier stood for
carbon copy. Sometimes a copy of the memo may go to another person(s).
This is indicated by cc., followed by the name(s) of the person(s) to whom
the memo is being sent. As shown in figure 9.1 and 9.2.
Memo format
A memo may follow one of two types of formats, depending on its nature
and purpose:
 Direct organisational plan or deductive organisation

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 Indirect organisational plan or inductive organisation

Let us discuss them in brief.
Direct organisational plan
This format is used when a memo is purely informational, as in figure 9.4.
As the purpose is only to convey information, it is mentioned right at the
outset and all the details are presented right away. This style of presentation
is also used when the purpose of the memo is to persuade. This is
appropriate when you are sure that your proposal or request will be
accepted without any resistance. In this case, the writer can make the
request right at the beginning and then list out the reasons.
Figure 9.4 depicts an example of a persuasive memo that is written
following the direct organisational plan or deductive organisation.

Fig. 9.4: Persuasive Memo

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In the memo shown in figure 9.4, the sales manager is confident that his
request for strengthening the sales force will be granted, as it has obvious
benefits. Therefore, the request is made right at the outset, followed by the
reasons.
Indirect organisational plan or inductive organisation
This type of memo format is appropriate when the purpose of the memo is
to persuade, but when the writer feels that the reader might object to the
request or the proposal. Therefore, the writer may try to convince the reader
by presenting the reasons first and then make the request or
recommendation right at the end. An example of a memo written using this
format is as depicted in figure 9.5.

Fig. 9.5: Indirect Organisational Plan Memo

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In the memo shown in figure 9.5, the writer mentions his request or proposal
at the end and justifies the need for a bigger advertising budget first, by
listing out the reasons. As the writer is suggesting that the budget be
doubled, but the writer is not sure if the request will be granted. That is why
the indirect organisational plan is used instead of the direct plan. Unlike the
direct plan, the subject line does not reveal the real purpose of the memo,
which is a request for doubling the budget in the memo shown in the figure
9.5.
9.2.3 Language and writing style of a memo
As a memo is a short, informal report, the following points have to be
remembered regarding the language and style that is used:
 Be concise – It is important to be brief and focus on the point, so that the
memo does not exceed two pages in length. Make the sentences and
paragraphs short, limit each paragraph to five lines or less and use bullet
points wherever possible. If you are giving reasons, number them or put
them in separate paragraphs with double line spacing. Otherwise use
single line spacing between lines.
 Use active not passive voice – As mentioned earlier, use of personal
pronouns and active voice is permitted in a memo, unlike a formal report
where the passive voice must be used for the sake of objectivity. In other
words, it is appropriate to say for example that “Based on ‘my’
experience, ‘I’ feel that the budget is not adequate.”
 Use simple language – In earlier units, the importance of using simple
English was emphasised. It is a good practice to use short and simple
words. At the same time avoid trying to impress the reader by using
unnecessary jargon.
 Avoid giving too many reasons – Although, it is important to provide a
justification when you make a request or try to persuade someone to do
something, do not overdo it. In general, a reader can only absorb a
maximum of six or seven reasons at once. Therefore, do not overstate
your reasons.
 Close with a call for action – Do not leave the reader hanging. If you
wish to persuade the reader to accept your request or recommendation,
you must say it clearly using action words and indicating a time frame or
limit. For example, “I would like to discuss this in person with you and get
your approval before the end of this week.”

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Therefore, while writing business memos it is important to have clarity in

writing, use short and simple words, use positive language, keep
paragraphs unified and coherent, have one idea in one paragraph and use
right tone.

Common mistakes while using memos

Sometimes people misuse or overuse memos. Even if we are great
writers, some information doesn’t require an official form of
communication. Often, when writing a memo we have a hard time
differentiating our major points from our minor points. Common mistakes
include:
 Forgetting to proofread your memo. Sometimes, you find errors or
ways to simplify your message by reading it after you are done writing.
 Using an inappropriate tone in your correspondence. Emotions have a
huge impact on the tone of your writing. Hold on to the memo before
hitting the send button because you might need to change something
you haven’t yet noticed.
 Being afraid of using a passive voice. Sometimes it is better to use
passive voice for political reasons. Creative writers have a difficult time
doing this, but it is appropriate for memos. (Only during exceptional
cases)
(Source: http://stacienaczelnik.hubpages.com/hub/How-to-write-a-Memo)

Additional Reference:
Sehgal, M.K, & Khetarpal, V. (2011). Business Communication. New
Delhi: Excel Books.

Self Assessment Questions

4. The “To” heading of a memo mentions the name of the ____________.
5. If the purpose of the memo is not just to inform there must be a clear
call for action. (True/False)
6. Which among the following is a type of memo format? (Pick the right
option)
a) Inductive organisation
b) Incremental organisation
c) Deductive organisation
d) Decremental organisation
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7. The use of ___________________ and _______________________ is

permitted in a memo.

9.3 Circulars and Notices

Like memos, circulars and notices are also written forms of communication
within the organisation. The basic difference between a circular and notice is
that circulars are announcements that are distributed to small or selective
groups of people within the organisation, whereas notices are meant for a
larger group of people. Another way to differentiate a circular and notice is
that circular are circulated to respective individuals, whereas notices are put
up on notice boards.
For example, if a manager wants to call a meeting of heads of departments,
he will pass around a circular only to the heads, requesting them to attend
that meeting.
On the other hand, notices generally contain information or announcements
that are meant for all the employees of an organisation.
For example, a list of declared holidays for a calendar year is a notice, as
the information is relevant to all employees.
The common purposes of using a notice in business communication are to:
 Invite for a meeting
 Inform a new rule/regulation to be initiated or formulated
 Inform about an event to be held
 Inform the deadline for submitting any paperwork
A notice is therefore a legal document that has to be put up on an official
notice or bulletin board.

Let us examine the following example to get a clear distinction between

circular and notice.
Imagine that you are the President of the Student Committee in a
management college and wish to hold a meeting to plan for the Annual
Management Fest of the college. You will have to send some information
to those whom you want to involve in organising the Fest. You may not
want all the students to be involved initially, as it may take a lot of time

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and there may be too many suggestions. Instead, you may choose to
invite only the committee members to discuss details such as the date,
venue, duration, how to get sponsors, etc. For this purpose, you may
send a circular (as shown in figure 9.6) only to the student committee
members, requesting them to attend the meeting.
During the meeting, the date and venue are finalised and various smaller
committees may be formed, such as a reception committee and stage
committee. You may also decide to get each student to contribute a
nominal amount for the Fest. In order to announce these details and to
ask for student contributions, you may then put up a notice on the official
college notice board, which all students can see and respond to. The
notice can include the following details (as shown in figure 9.7):
 Purpose of the notice
 Date and time of the event
 Venue
 Names and details of special invitees
Figure 9.6 depicts a sample circular.

Fig. 9.6: Circular for Committee Meeting

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Note that a circular, like a memo is brief and to the point. It has a caption
that indicates the message to be conveyed, like a memo, there is no formal
salutation or close as shown in figure 9.6.
Figure 9.7 depicts a sample notice for the fest.

Fig. 9.7: Notice for Management Fest

The notice depicted in figure 9.7 is meant for all students of the college. It
has a reference number, date and a subject, similar to a memo. The
signature, name and designation of the issuer of the notice appear at the
bottom on the left hand side. The notice covers three different issues related
to one subject. Students are first informed that special dignitaries Mr. Roy
and Dr. Arun Patil who will preside the fest. Secondly, it informs the topics
on which the dignitaries will talk during the fest. It also mentions that lunch

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and evening snacks will be served to all. Another important difference

between a notice and circular is that notice is displayed at one place,
whereas a circular is widely circulated among the members concerned. In
many occasions a signature of the reader is taken to ensure that the
information has been transmitted.
Sometimes, under special circumstances, notices may also be sent to an
individual or employee of an organisation. An example of this type of notice
is the ’Show Cause Notice’, which is sent when an employee is found to be
guilty of major misconduct. The notice mentions the allegations against the
employee and asks for a written explanation within a specified time, failing
which the action that would be taken against him/her for example, being
suspended from the job is stated.
Notices are read by a large number of people and can also be used as
evidence in court cases. Therefore, care must be taken when writing them.
They have to be worded very precisely and clearly, to make sure that there
is no ambiguity. They must also be brief and to the point. The tone must be
firm, but not offensive and arrogant. Depending on the type of notice, the
duration of display of a notice is specified under various legal provisions.
Self Assessment Questions
8. _________________ is an announcement that is distributed to small or
selective groups of people within the organisation.
9. _______________________ mentions the allegations against the
employee and asks for a written explanation within a specified time.
10. Depending on the type of notice, the duration of display of a notice is
specified under various legal provisions. (True/False)

9.4 Summary
Let us recapitulate the important points discussed in this unit:
 Compared to other forms of communication, written communication is
preferred as it provides tangible and verifiable record of the information
that was exchanged.
 Memo writing is similar to précis writing where, detailed information is
presented in a concrete form to the audience especially to top executives
of an organisation.

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 A memo comprises the following components:

o Header
o Body
o Close/Action
o Courtesy copy
 Depending on the nature and purpose, a memo can be classified as:
o Direct organisational plan
o Indirect organisational plan
 Language and writing style of a memo is very circular and you have to be
concise in your writing, use active voice, use simple language, avoid
giving too many reasons and close with a call for action.
 A circular is an announcement that is sent to a selective group of people,
but notice is an announcement that is sent to everyone concerned.
 Show cause notice is a special kind of notice that is sent to individuals or
group demanding for an explanation on an issue.

9.5 Glossary
Customer Relationship Management: A widely implemented strategy for
managing a company's interactions with customers, clients and sales
prospects.
Fest: A gathering or occasion characterised by a specified activity.
Jargon: The specialised or technical language of a trade, profession or
similar group.
Salutation: A polite expression of greeting or goodwill.

9.6 Terminal Questions

1. What is a memo?
2. Write a note on précis writing.
3. Explain the structure of a memo.
4. When you write a memo what language and writing style will you follow,
explain.
5. Explain a circular and notice using an example.

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9.7 Answers

Self Assessment Questions

1. Tangible, verifiable
2. Condensation
3. Main theme
4. Receiver
5. True
6. Deductive organisation
7. Personal pronouns, active voice
8. Circular
9. Show cause notice
10. True
Terminal Questions
1. A memo is an abbreviation of memorandum. It is one of the primary
tool for communication within the organisation. For more details, refer
section 9.2.
2. In many organisations précis writing is done by assistants to present
detailed information in concrete form. Précis writing is guided by the
principles of three C's. For more details, refer sub-section 9.2.1.
3. A memo can be divided into different components. They are header,
body, close and courtesy copy. For more details, refer sub-section
9.2.2.
4. When you write a memo you have to make sure that you write it in a
concise form, use active voice, use simple language and avoid giving
too many reasons. For more details, refer sub-section 9.2.3.
5. Circular is an announcement that is distributed to selective group of
people and notice is also an announcement, but it is distributed to
everyone concerned. For more details, refer section 9.3.

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9.8 Case Study

A Memo to Employees of News Corporation from Chairman and

CEO Rupert Murdoch
Dear Colleagues,
I am proud to announce that News Corporation has reached its first major
sustainability milestone: we have become carbon neutral across all of our
global operations and we are the first company of our kind to do so.
We made a bold commitment in 2007 to embed the values of energy
efficiency and environmental sustainability into all of our businesses – for
the benefit of our communities and our bottom line.
But achieving net zero carbon emissions was never our only goal. Less
than four years ago, I invited all of our employees, business partners and
audiences to join us in this exciting initiative – and your response has
been extraordinary. Today, I'm pleased to share some of our successes
across the Company, as well as our long-term commitment to
environmental sustainability.
Together, despite some of the toughest markets our industry has ever
seen, we have saved millions of dollars by improving the energy
efficiency of our day-to-day operations. Our efficiency projects pay for
themselves in less than two years, on an average and span from simple
solutions like lighting retrofits and automatic PC shut-down to systemic
changes like installing telepresence and videoconferencing technology to
reduce the need for air travel. The Company's global data centre
consolidation strategy alone will save approximately $20M per year and
reduce data centre emissions by almost 15% when completed later in
2011.
Our support of clean energy – through on-site projects, renewable energy
certificates and carbon credits – spans the globe, from Los Angeles to
India. Our UK businesses now procure 100% of their electricity from
renewable sources. Dow Jones is close to completing a 4.1MW solar
power system on its campus in New Jersey, which will be the largest
solar installation of its kind in the United States; at peak, it will provide
50% of the site's electricity needs.
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We have provided leadership in our industry, across our supply chain and
among the global business community. Fox Entertainment developed
robust carbon footprinting standards and tools for film, television, sports
and event production, as well as a sustainable vendor guide. The
standards we set helped lead to a new industry-wide consortium and the
online, open-source Green Production Guide. Our initiative has even
prompted major suppliers, like paper manufacturer Norske Skog, to set
their own ambitious environmental targets. We have collaborated with
business partners who were already leading the way, including our DVD
supply chain initiative with Wal-mart, which pioneered an eco-case that
reduced emissions from raw materials alone by 13% and has become the
industry standard. Most recently, we became founding members of the
UK-India Business Leaders Climate Group.
Most important, throughout this endeavour we have continued to do what
we do best: engage our audiences around the world with the most
compelling content. Twentieth Century Fox's Ice Age franchise and the
most successful film of all time, Avatar, prove that passionate
environmental messages can be fodder for both blockbusters and real-
world action, like the million trees planted in 2010 through the Avatar
Home Tree initiative. National Geographic Channel offers scientifically
rigorous programmes, like Preserve Our Planet and Great Migrations,
that are also visually stunning. The Times of London built on its long
history of outstanding science coverage to launch Eureka, a monthly
magazine supplement dedicated to science, innovation and the
environment. News Limited recently launched the public face of its
award-winning employee-facing One Degree initiative. And The Wall
Street Journal's fourth annual ECO:nomics conference, the leading forum
for conversations at the intersection of business and the environment,
kicks off tomorrow.
News Corp.'s leadership in this area has been recognised by key
independent parties, recently earning top marks in the Carbon Disclosure
Project's leadership indices and winning big in the Environmental Media
Association's 20th annual awards, with top honours going to Avatar and
Bones.
We are well on our way to becoming the innovative, regenerative

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business we want to be. In the long term, we aim to grow our business
without growing our carbon footprint, to power our operations with clean
electricity, to minimise solid waste to landfill from our production
operations and to continue to engage our audiences on sustainability
issues through partnerships and content of the highest calibre.
To help us realise this vision, I ask only that you apply the same creative
thinking to sustainability that you already do to your jobs every day.
Congratulations and thank you for putting us on the right path. We have
come a long way and we have much to do together.
Sincerely,

Rupert Murdoch
Discussion Questions:
1. What is the memo about?
(Hint: The CEO is congratulating the company’s employees as the
company has been recognised as a carbon neutral company)
2. Do you think the memo is written keeping in mind the standard
guidelines for writing a memo? Explain.
(Hint: Refer to sub sections 9.2.2 and 9.2.3)
(Source: http://gei.newscorp.com/letter.html)

Reference:
 Kaul, A. (2006). Effective Business Communication. New Delhi: Prentice-
Hall of India Private Limited.
E-References:

 http://stacienaczelnik.hubpages.com/hub/How-to-write-a-Memo
– Retrieved on January 18, 2012.
 http://gei.newscorp.com/letter.html – Retrieved on January 19, 2012.

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