Writing 4

Group 1
Memo Structure
 Team 1. Nguyen Thi Anh Le – 17

member 2.
3.
Nguyen Thi Hoang Ngan – 20
Pham Tung Linh – 18
4. Ho Thanh Phong – 26
5. Phan Thi Kim Ngoc – 22
6. Nguyen Van Tai – 31
7. Ngo Nguyen Tuong Nghi – 21
 Table of contents
Introduc Heading
01 tion 02 Section
Opening Body
03 Paragraph
04 Section
Closing
Recommend
and
05 ations or 06 Formatt
Action
ing
Summar
07 y
 0
1
Introduction of
Memorandum
Presenter: Anh Le
Definition of a Memorandom
● A memorandum, often called a "memo," is a short, formal
document used for communication within an organization.

● Unlike emails, memos are typically more structured and

used for conveying official or important information.
 Role in Professional
Communication
● Acts as a formal record of decisions, instructions, or
announcements.
● Enables efficient communication within teams or departments.
● Serves as a reference for policies, guidelines, or procedures.

For
example
If a manager needs to inform employees about a change in
work hours, a memo can be used to ensure everyone receives
the same information in a standardized format.
 Purpose of a Memorandum
● To share updates or changes (e.g., policy changes or new
projects).
● To request or provide information.

● To document decisions or agreements formally.

● To remind or clarify ongoing tasks or issues.
 Importance of a Clear
Structure
● Clarity: Helps readers quickly understand the main points.
● Efficiency: Saves time by presenting key information
directly.

● Professionalism: Reflects attention to detail and

commitment to effective communication.
● Uniformity: Ensures consistency across the organization.
 YES NO

Exercise 1. Notice of general hygiene in

the work area.
2. Notice of technical problems
Tick the YES box if you that need to be handled
SHOULD and NO if you immediately.
SHOULD NOT use the 3. Notice of invitation to the
memo structure company's year-end party.
4. Share a funny story with
colleagues.
5. Introduce new workflow.
6. Notice of updated office
uniform policy.
Overview of the
Memorandum Structure
Key Components of a Memorandum
1. Heading Section
2. Opening Paragraph
3. Body Section
4. Recommendations or Actions
5. Closing and Formatting
 0
2
Heading
Section
Presenter: Hoang Ngan
Key components

To From

Date Subject
 TO
● A “to” section containing the name of the receiver.
● For informal memos, the receiver’s given name.
Example: “To: John” is enough.

● For more formal memos, use the receiver’s full name.

● If the receiver is in another department, use the full name
and the department name. It is not necessary to use Mr.,
Mrs., Miss or Ms unless the memo is very formal.
 FROM
● A “From” section containing the name of the sender.
● For informal memos, the sender’s other name.
Example: “From: Bill” is enough.

● For more formal memos, use the sender’s full name.

● If the receiver is in another department, use the full name
and the department name. It is not necessary to use Mr.,
Mrs., Miss or Ms unless the memo is very formal.
 DATE
● To avoid confusion between the British and American date
systems, write the month as a word or an abbreviation.
Example: “ January” or “ Jan”.
 SUBJECT
● The subject should be brief but descriptive. It often
highlights the core action or message of the memo.
Example:
Subject: New Office Policy on Remote Work
Subject: Annual Budget Review Meeting - Date
Confirmation
 Best Practices
To craft an effective memo, remember these two key
best practices:

● Precision and Professionalism: Keep the

content concise, clear, and to the point. Avoid
unnecessary information and maintain a formal,
respectful tone.

● Clear and Specific Subject Lines: Use subject

lines that directly reflect the memo’s content,
action, or deadline, helping recipients
understand the purpose immediately.

=> By following these best practices, you’ll increase

the likelihood that your memo will be read promptly,
understood clearly, and acted upon effectively.
John, HR December 20,

Exerci
Manager 2024
All Staff Year-End Performance
Reviews

se
To From

Date Subject
 0
3
Opening
Paragraph
Presenter: Tung Linh
 Purpose
● Acts as the foundation of the memo.
● Provides clarity to the recipient about the main content of
memo

How to write it
effectively
● Brief sentence explaining why you’re writing the memo.
● Offer a exact background or reason for the memo
● Use formal language, and avoid unnecessary details
● Use a tone that matches the subject, whether informative,
persuasive, or directive.
Example
 Subject: a new health and
wellness program for employees
A. We are starting C. There is a
something new for wellness program
everyone at work. happening. We will
More details will talk about it soon.
come later
B. Our company has
just open a new D. Attention:
health and wellness Employees! We have
program, designed big plans for
to support employee wellness coming
well-being, include soon
workshops,
resources, and
fitness incentives.
Subject: Quarterly reports
deadline
A. Just a reminder C. It’s time to think
that we need your about reports. Make
reports sometime sure to have them
soon ready.

B. This is to inform
you that quarterly D. Get those sales
sales reports must reports ready as
be submitted by soon as possible
Friday, January 5,
2025
Subject: Upcoming cybersecurity
training session
C. Kindly announces a
A. This memo is to mandatory training
let you know about a session for all employees
training we are on January 12, 2025
organizing about cybersecurity

D. Heads up! There’s

B. Cybersecurity is a cybersecurity
important. Training is event you’ll want to
coming soon join.
Subject: Internal audit schedule

A. This is to inform C. An audit is

you about an coming. Be prepared
internal audit to participate
schedule D. This
memorandum
announces the
internal audit
schedule for Q1
B. Audit season is 2025. All
here! Get ready to departments are
share documents. required to prepare
necessary
documents by
January 10, 2025
 0
4
Body section
Presenter: Thanh Phong
Body Section:
Essential Elements
This presentation covers key aspects of the body section in a professional memo,

focusing on best practices for organization, tone, and clarity.

by Ho Thanh Phong (26)

Primary Purpose
Detailed Content Supporting Details
Provides relevant information, analysis, or arguments to Include data, examples, or explanations to clarify the

support the memo's purpose. content.

Clarity and Organization
1 Subheadings2 Bullet Points
Organize content into distinct Present information concisely,

sections, improving readability. highlighting key points.

3 Numbered Lists
Organize steps or sequential information in a clear format.
Tailoring Your Tone

Formal Neutral Collaborative

Appropriate for serious topics or high-level Maintain a professional and objective tone, Encourages feedback and discussion, suitable
recipients. suitable for most memos. for internal memos.
Key Takeaways
Purpose-Driven
1
Memo body should directly support the memo's goal.

Organized
2
Use subheadings, lists, and formatting for clarity.

Targeted Tone
3
Match your tone to the receivers and memo's purpose.
Surveys of Electronic Features in Cars
A recent survey of car buyers
uncovered some very interesting
Here is a summary of car buyers'
information about what electronic
preferences regarding electronic
options they really wanted in new cars.
options in new vehicles, based on
Some technology visionaries have
the recent survey:
been saying that car buyers wanted a
lot of fancy electronic gadgets, but the
1. Cruise Control: 79.1%
survey showed that only 5.1 percent,
2. Keyless Entry: 50.5%
for example, wanted a trip computer.
3. CD Players: 34.1%
Most car buyers mentioned cruise
4. Antilock Brakes: 6.1%
control (79.1 percent). A total of 6.1
5. Trip Computer: 5.1%
percent said they wanted antilock
brakes. A smaller percentage (50.5
percent) wanted keyless entry. Farther
down the list we fond that buyers
Question 1:
What is the primary purpose of the memo's
body section?

A) To include unrelated details for context

B) To provide relevant information, analysis, or
arguments
C) To summarize the entire memo in one
sentence
D) To conclude the memo with a call to action
Question 2:
Which of the following is NOT an effective
way to organize content in the memo's body
section?

A) Subheadings
B) Bullet points
C) Numbered lists
D) Randomized sentences
Question 3:
What type of information should be included
in the memo's body section?

A) Data, examples, or explanations

B) Personal opinions only
C) Irrelevant anecdotes
D) A list of unrelated tasks
Question 4:
How should the tone of the memo's body
section be adjusted?

A) Always use a highly formal tone

B) Match the tone to the recipient (formal,
neutral, or collaborative)
C) Avoid any collaborative tone
D) Use slang to keep it casual
Question 5:
What is a key factor in maintaining clarity in
the memo's body section?

A) Using complex jargon for sophistication

B) Writing in long paragraphs without breaks
C) Matching tone and organizing content
effectively
D) Avoiding any examples or explanations
 0
5
Recommendation or
Action
Presenter: Kim Ngoc
Example
1st
 Clear

2nd
instruction

 Call to

3rd
action

 Timelines and
deadlines
 Clear instruction
Outline actionable steps or recommendations

● Explain the key points

● Arrange information in descending order of importance
● 4–6 lines or 2–3 sentences

Example: “I would like to schedule a meeting tomorrow at 10:00 am to

discuss the deadline and everyone's task. During this meeting I want to
have an update of this project by each department and discuss the
obstacles we are going to face as a team. By the end of this meeting,
everyone will have their task and will have a solution to any obstacles
they will face with this deadline”
 Call to action
Specify what is expected from the
recipient
●
Notice
Do not be redundant
Example
1. Call Pa at (123) 456-6778 before January 30th
● Use white space to confirm or decline the invitation.
● Use bullet points, bold, or 2. Interview at least 10 candidates for the
number any key words (if Finance department before this quarter ends.
3. Send out the invitations on my desk to the
necessary) employees
● One key point per sentence 4. Plan for next week’s meeting
or action 5. Give an update on guest attending the event
 Timelines and deadlines
Provide clear deadlines
if necessary for action Example
items.
What you are including in this section:
 when may they need to provide
information by a certain deadline.
 When they need to complete a task
 What changes have already been
made or what to expect in the
future
As you may know, Ms. Cane, our janitor is on
maternity leave and we have not been able to find Why haven’t they
a new one due to the heavy workload of our last
campaign. This, alongside excessive use of the found someone
common work area in the past week, have led to an new yet?
unacceptable mess, which directly affected our
a) Their janitor is on
office view and work productivity. Therefore, I
maternity leave
suggest we take this problem into our own
consideration. b) The heavy workload
Below are the tasks that must be done and c) .An unacceptable mess
deadlines:
 Rearrange file categories of the copy-fax
d) Office view
machine area
 Clear out old food from the fridge
 Clean the coffee machine
 Vacuum the floor and take out the trash
These tasks must be done before we leave for the
weekend on Saturday afternoon.
 As you may know, Ms. Cane, our janitor is on
maternity leave and we have not been able to
What is the main find a new one due to the heavy workload of our
purpose of memo? last campaign. This, alongside excessive use of
the common work area in the past week, have
led to an unacceptable mess, which directly
affected our office view and work productivity.
Therefore, I suggest we take this problem into
a) To discuss cleaning steps our own consideration.

b) To find the new janitor Below are the tasks that must be done and
deadlines:
c) To reminder to clean the common  Rearrange file categories of the copy-fax
work area machine area
 Clear out old food from the fridge
d) To give a deadline new campaign  Clean the coffee machine
 Vacuum the floor and take out the trash
These tasks must be done before we leave for
the weekend on Saturday afternoon.
 As you may know, Ms. Cane, our janitor is on
maternity leave and we have not been able to
Which of the find a new one due to the heavy workload of our
following will the last campaign. This, alongside excessive use of
the common work area in the past week, have
employees NOT led to an unacceptable mess, which directly
necessarily do? affected our office view and work productivity.
Therefore, I suggest we take this problem into
a) Rearrange the copy-fax machine our own consideration.
area
Below are the tasks that must be done and
b) Clear out all food from the fridge deadlines:
 Rearrange file categories of the copy-fax
c) Clean the coffee machine machine area
 Clear out old food from the fridge
d) Throw garbage  Clean the coffee machine
 Vacuum the floor and take out the trash
These tasks must be done before we leave for
the weekend on Saturday afternoon.
 As you may know, Ms. Cane, our janitor is on
maternity leave and we have not been able to find
a new one due to the heavy workload of our last
campaign. This, alongside excessive use of the
When do they common work area in the past week, have led to
an unacceptable mess, which directly affected our
have to comple office view and work productivity. Therefore, I
this task? suggest we take this problem into our own
a) Before Cane comes back consideration.

b) Last weekend Below are the tasks that must be done and
deadlines:
 Rearrange file categories of the copy-fax
c) As soon as the campaign
machine area
ends  Clear out old food from the fridge
 Clean the coffee machine
d) This Saturday afternoon  Vacuum the floor and take out the trash
These tasks must be done before we leave for the
weekend on Saturday afternoon.
 0
6
Closing and
Formatting
Presenter: Van Tai
Example
Summary ● Main Message: Restate the purpose

and of the memo concisely.

● Key Points:

Closing
1. Summarize the main sections or
updates.
2. Reinforce the action items or

Remarks decisions made.

● Closing Note:
○ Use polite and professional language.
Recap and Conclusion ○ Examples: "Thank you for your
attention to these updates." or
"Please let us know if further
clarification is needed."
● Alignment: Keep consistent left-aligned
text for easy reading.
● Spacing: Use line breaks between
sections and bullets.
● Font Choice: Opt for clean, professional Formattin
g Tips
fonts like Arial or Times New Roman, size
11–12.
● Highlight Common Errors:
○ Avoid typos and grammatical mistakes.
○ Ensure instructions are clear and Enhance Readability
actionable. and Clarity
○ Avoid overloading with unnecessary
details.
Visual: Example of a properly
formatted memo
 Contact
Informati
● Provide Clear Contact Info:
○ Name: [Your Name]
○ Position: [Your Position]

on ○
○
Email: [Your Email]
Phone: [Your Phone Number]

● Encourage Feedback:
Follow-Up Details ○ Example: “For further questions, feel
free to reach out.”
 Question Practice and
Answers
Engage Enco
urag
i nt e
Through Q&A ract e
i on

...
1. What are the key elements to
sess
..and as include in a closing note?
ndin
understa
g => Key elements include a
...
summary, reinforcement of key
points, and a professional tone.
 Question Practice and
Answers
Engage Enco
urag
i nt e
Through Q&A ract e
i on

...
2. How can you ensure clarity
sess and professionalism in memo
..and as n formatting?
ndi
understa
g
... => Use consistent alignment,
appropriate spacing, and clear font
choices; avoid errors.
 Question Practice and
Answers
Engage Enco
urag
i nt e
Through Q&A ract e
i on

...
3. Provide an example of a polite
sess closing remark?
..and as n
ndi
understa => "Thank you for your attention
g
... to these updates. Please let us
know if further clarification is
needed."
 0
7
Summary - Memorandum
Structure Review
Presenter: Tuong Nghi
 Purpose of a Memo –
Quick Reminder
Commun
icate Inform Request
Clearly
Commun
icate
Propose Update
Efficientl
y
 Key Components of a
Memo –
Quiz Time!
What are the 5 key components
of a memo?
A B C
• Heading
• Opening
• Introduction • Salutation
Paragraph
• Background • Body
• Body
• Discussion • Closing
• Recommendations
• Conclusion • Signature
/Action
• Summary • Attachments
• Closing/
Formatting
 Key Components of a
Memo
Opening Recommendatio
Paragraph ns or Action

1 2 3 4 5

Heading Body Closing and

Section Section Formatting
The Heading - Essential
Information
To From

Date Subject

ific!
Be Spec
 Opening –
Grab the Reader's
Attention
Be
Concise
Purpose Context
and
Why are you writing?
What's the
background? Engaging
!
Body - Details and Support

Key Supportin Clear and

Informati g Logical
on & Evidence
Data, Examples Flow
Analysis
 Action - What Needs to
Happen?

Recommen Clear
dations/ Instructio Deadlines
Actions ns if applicable
Closing & Formatting –
Professional Polish
Summar
Polite
y of Key
Closing
Points
Correct Contact
Formatti Informat
ng ion
Thank
s!
Do you have any questions?
[email protected]
Writing 4 421
– Group
+91 620 838 1
1. Anh Le – 17
yourwebsite.com
2. Hoang Ngan – 20
3. Tung Linh – 18
4. Thanh Phong – 26
5. Kim Ngoc
CREDITS: – 22
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6. VanbyTai
Slidesgo,
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7. Tuong Nghi – 21
Freepik
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