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Memo Writing

This document outlines the key components and structure of an internal memo. It explains that memos are used for internal communication within an organization, unlike letters which are for external parties. The typical parts of a memo include the heading with date, recipient, author and subject, an opening that states the purpose and problem, a body with details and recommendations, and a closing. Optional elements can be references, attachments or distribution lists. Overall, memos should be written simply and clearly to effectively communicate the important information.

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Muhammad Junaid
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198 views10 pages

Memo Writing

This document outlines the key components and structure of an internal memo. It explains that memos are used for internal communication within an organization, unlike letters which are for external parties. The typical parts of a memo include the heading with date, recipient, author and subject, an opening that states the purpose and problem, a body with details and recommendations, and a closing. Optional elements can be references, attachments or distribution lists. Overall, memos should be written simply and clearly to effectively communicate the important information.

Uploaded by

Muhammad Junaid
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PPTX, PDF, TXT or read online on Scribd
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Memo Writing

BY
Rabia Sarwat
Introduction
• Memos are an important form of written communication within
companies.
• Memos are forms of internal communication and are sent to other people
within the same organization.
• If you wanted to write to someone at a different company, you would use
a letter instead.
• However memos are also used for frequently contacted clients.
Difference between memo and letter
formatting
• In case of memo
• Omit the complimentary opening (Dear sir)
• Omit complementary closing (your sincerely)
• Omit the mailing and return address. As most of the memos are sent between the
employees of the same company so no address is needed there.
• If sending a hard copy, initial or sign the memo next to your name on the “FROM”
line
• Label the memo as “memo” or memorandum” at the top of the page.
Parts of the memo(Heading Sample)
• Memorandum
• Date: October 9,2019
• To: Bob Manager, Team Coordinator
• From: Sam Steinberg,CPA
• Subject: Treatment of restructuring issues for Net worth corporation
Parts of Memo
• Heading of memo includes
• Date
• Recipient name and designation
• Sender's name and designation
• Subject
• Subject line should mention the topic of the memo.
• In lengthy memos, subject line may include the central idea of the memo.
Internal Memorandum Heading Sample
• Date
• Recipient name and designation
• CC (courtesy copy).The CC line highlights who will receive the courtesy
copy. The memo may not be directed to this person or group but adding
them in CC means just to stay them informed.
• Sender's name and designation
• Subject
Opening Lines
• Opening of the memo must answer the following questions.
• What is the problem?
• What led to the need for the memo?
• What is the purpose of the memo?
Parts of Memo
• Body and closing
• It describes the central idea of the memo that support’s the sender’s idea.
• It provides supporting information and recommendation.
• It provides graphic techniques and key points to highlight the main parts of the memo.
• Closing deals with the courteous ending, stating what actions receiver can take.
• Don’t end the memo abruptly.
• In closing of the long memos summary of the main idea can be added.
• Use “you attitude” and end the memo with a positive note
• Signature at the end of a memo is the last part .
Optional Elements in a memo
• Few optional elements can be added in memos i.e. references, attachments and
distribution lists.
• In standard practice references may be add at the top of the memo.
• It can be the reference to other memo, letter or circular.
• Attachment may provide the list of graphs, charts, diagrams or tables. It can be
added at the top of the memo or at the end.
• Distribution list may include the name of the persons who might be receiving the
copies of the memo.
Instructions for memo writing
• Memos can be short or lengthy.
• Formal or informal depending upon the problems, audience and purpose.
• Few points must be followed for writing a memo
• . You want to communicate in a clear, precise fashion.
• Don’t try to confuse your reader in an effort to sound knowledgeable. Simplicity is key.
Avoid Difficult words or phrasing.
• Use simple, clear language.
• Avoid unnecessary details. Include the important information.
• Avoid complicated sentences. Write exactly what you mean.
• Proofread your document. Consult a style manual for help.

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