Introduction to Memos, Circular

and Notice Writing

Writing Memos
 What is a Memo?

● Memo is short for Memorandum.

● Used for official communication in
business.
● Serves as a reminder or gives instructions.
● Communicates with a large number of
people within an organization.
The Format of a Memo

● Heading: "Memo" or "Memorandum" at the

top center.
● Recipient: Address correctly, e.g., "To: All
Employees of the Sales Division."
● Writer: Name of the person writing the
memo, e.g., "From: Mr. ABC, Head of
Sales."
● Additional Recipients: Courtesy copy
recipients.
● Date: Include the date of writing.
● Subject Line: Brief and precise, e.g.,
"Subject: Meeting of all employees of the
Sales Division."
● Body: Contains all necessary information.
● Proofread: Ensure clarity and correctness.
 Principles of Memo Writing
● Present the main point clearly.
● Write in a straightforward style.
● Have a clear subject line.
● Provide a summary if needed.
● Format to increase readability.
 Present the Main Point

● Structure content around the main point.

● Readers should easily recognize the
memo's intent.
● Example: State technical or operational
problems of a new initiative.
Write in a Straightforward
Style

● Maintain a professional style.

● Write objectively and directly.
● Use short sentences in an active voice.
● Maintain a positive and neutral tone.
 Have a Subject Line
● Subject line indicates the memo's purpose.
● Example: "Essentials for the Field Trip to JNC."
 Provide a Summary if
Needed
● Use memos to summarize long reports.
● Present points in separate paragraphs.
● Limit each paragraph to five to six lines.
Format to Increase
Readability
● Include necessary headings and titles.
● Use white space, bullet points, and proper
indentations.
● Vary fonts and text sizes for emphasis.
 Types of Memo Writing
● Request Memo
● Confirmation Memo
● Periodic Report Memo
● Ideas and Suggestions Memo
● Informal Study Results Memo
 Request Memo

● Objective: Gain a favorable response to a

request.
● Clearly state the request.
● Present reasons for the request.
● Explain financial costs and justify
expenses.
● Present recommendations for action.
● Use tact and diplomacy.
Confirmation Memo

● Confirms something agreed upon verbally.

● Be specific about major points discussed.
● Enumerate points for easy reference.
● Encourage feedback on unclear points.
 Periodic Report Memo
● Submitted at regular intervals (monthly, quarterly).
● Designed as a fill-in form for quick completion.
● Form should be reusable.
● Provide space for narrative commentary if needed.
 Ideas and Suggestions
Memo
● Conveys ideas or suggestions.
● Begin with positive comments.
● Group ideas by subject and use headings.
● Be specific and stay on point.
Informal Study Results
Memo
● Presents results of an informal study.
● State the purpose at the beginning.
● Use headings and subheadings.
● Present data in a "Findings" section.
● Interpret data in a "Conclusions" section.
 Example of a Memo
● To: All Employees
● From: HR Department
● Date: October 10, 2023
● Subject: New Health Insurance Policy
● Body: Details of the new policy, benefits, and enrollment process.
 Common Mistakes in
Memo Writing
● Being too vague or too detailed.
● Using informal language.
● Failing to proofread.
● Ignoring the memo format.
Tips for Effective
Memo Writing
● Be concise and to the point.
● Use bullet points for clarity.
● Keep the tone professional.
● Ensure the memo is easy to read.
 Proofreading Your Memo
● Check for grammatical errors.
● Ensure clarity and coherence.
● Verify all details are correct.
● Make sure the memo is formatted properly.
 Conclusion

● Memos are essential for business

communication.
● Follow the correct format and principles.
● Different types of memos serve different
purposes.
● Effective memo writing ensures clear and
efficient communication.
 Introduction to
Circulars
● A circular is a letter containing important
information.
● Distributed to a large number of people.
● Ideal for announcements, updates, and
invitations.
Purpose of Circulars

● Informing a department about a meeting.

● Updating office policies.
● Announcing new initiatives or changes.
 Guidelines for Writing Circulars
● Get straight to the point.
● Use an appropriate tone.
● Use simple language and be concise.
● Avoid sharing sensitive information.
● Proofread your circular.
 Get Straight to the
Point
● Readers should understand the main point
quickly.
● Introduce the subject in the first
paragraph.
● Provide finer details later.
Use an Appropriate
Tone
● Consider the audience's expectations.
● Use a tone that conveys the desired
feeling.
● Adjust tone based on the message and
audience.
 Use Simple Language and Be Concise

● Keep the language accessible and easy to read.

● Avoid unnecessary wordiness.
● Include only necessary information.
 Example of Simple
Language
● Wordy: "It is with considerable delight that
the management..."
● Simple: "A new coffee machine will be
installed this Friday!"
Don't Share Sensitive
Information

● Avoid revealing confidential information.

● Be cautious with large audiences.
● Ensure email distribution lists are hidden.
 Proofread Your Circular
● Check for typos and mistakes.
● Consider professional proofreading.
● Ensure clarity and correctness.
 Sample Circular: New
Branch Opening
● Announcing the opening of a new branch.
● Address: 2/6, Mohakhali, Dhaka-1212.
● Inviting customers to visit the new outlet.
Sample Circular: Body
Content
● Highlighting the company's reputation.
● Detailing available products and services.
● Emphasizing customer benefits and
satisfaction.
 Sample Circular: Closing
● Inviting customers to visit the showroom.
● Ensuring a positive experience.
● Signed by the Marketing Manager.
 Common Mistakes in
Circular Writing
● Being too vague or too detailed.
● Using informal language.
● Failing to proofread.
● Ignoring the circular format.
Tips for Effective
Circular Writing
● Be concise and to the point.
● Use bullet points for clarity.
● Keep the tone professional.
● Ensure the circular is easy to read.
 Conclusion
● Circulars are essential for organizational communication.
● Follow guidelines for clarity and effectiveness.
● Proofread to ensure professionalism.
● Effective circulars ensure clear and efficient communication.
 Introduction to Notice
Writing
● A notice is a written or oral statement
containing details of a meeting.
● It serves as an invitation to attend the
meeting.
● Includes time, place, date, and agenda.
● Must be sent by proper authority in due
time.
Purpose of a Notice

● Informs members about the meeting.

● Ensures members can attend the meeting.
● Acts as a formal notification or warning.
● Provides essential details for the meeting.
 Format of Notice Writing
● Name of Issuing Organization/Authority at the top.
● Title "NOTICE" to draw attention.
● Date of publication on the left-hand side.
● Appropriate heading to clarify the purpose.
● Brief and to-the-point body.
● Writer’s name and designation at the end.
 Name of Issuing
Organization/Authority
● Printed at the very top.
● Helps the reader identify the importance.
● Indicates the source of the notice.
Title and Date

● Title "NOTICE" at the top to draw

attention.
● Date printed on the left-hand side.
● Date is crucial for record-keeping.
 Heading and Body
● Heading should clearly state the purpose.
● Body should be brief and to the point.
● Main content of the notice is in the body.
 Writer’s Name and
Designation
● Name and designation of the notice-writer
at the end.
● Notice must be signed by the writer.
● Adds authority and validity to the notice.
Important Points to
Remember
● Be precise and to the point.
● Ideal length is 50 words.
● Use formal language.
● Keep sentences short and simple.
 Tips for Effective Notice Writing
● Use passive voice as much as possible.
● Present notice in a proper format within a box.
● Ensure neat and appealing presentation.
 Conclusion

● Notices are essential for formal

communication.
● Follow the correct format and guidelines.
● Ensure clarity and brevity.
● Effective notice writing ensures proper
communication.