INTERNAL
COMMUNICATIO
N
UNIT 9: MEMOS
LEARNING OUTCOMES
After studying this unit you should be
able to:
■ Explain the purpose of memos
■ Design pre-printed memo forms which
contain all essential details
■ Compose memos from given instructions
WHY MEMOS?
The memorandum
(plural memoranda),
affectionately called
a ‘memo’, is a
written
communication from
one person to
another (or a group
of people) within
the same
organization.
WHY MEMOS?
Just as letter headed
paper is used for
letters, many
organizations use
pre-printed
stationery for
memos. Here are
some examples:
WHY MEMOS?
It is important
that the memo
headings show
details of sender
and recipient as
well as
reference and
date.
After these
MEMO FORMAT
memo
headings,
continue in
the usual
fully-
blocked
style. When
more
than one
topic is
dealt with it
is good
MEMO’S STRUCTURE
1. Subject heading
Give a brief indication of the
The four-point topic.
plan for ✗ Confirmation of meeting
structuring all ✓ Departmental meeting, 20
business June
documents should
✗ Letter of complaint
also be applied to
✓ Viva camera model X345
memos.
MEMO’S STRUCTURE
2. Main body of memo
Introduction| Background Details| Facts and
information:
figures:
+ briefly give the reason + logical sequence
for writing
+ separate into
+ refer to previous paragraphs – each
communication
one dealing with a
+ who? what? where? separate aspect of
when?
the main theme
MEMO’S
STRUCTURE
Response|
An action statement:
+ action you want the reader to take
+ action you will take
+ deadline?
Close Relevant one-liner
MEMO’S TONE
As you most likely know your recipients
fairly well, memos are usually written in
an informal style.
You should aim to put over your message
as concisely as possible while still being
courteous, clear, concise and correct.
USING LISTS AND
BULLETS
Lists can be used in letters, e-mails, fax
messages, memos, virtually any document.
They are useful to set off important ideas.
WHY USE LISTS?
They help you to organize your
thoughts and your points.
They help focus your reader’s attention
on important points.
They help readers find your key points.
They help to simplify detailed or
complicated topics.
They simplify the skimming process for
busy readers.
Avoid being abrupt or impolite (add ‘Please
...’).
Avoid over-politeness (do not say ‘I should
ER
be very grateful ...’).
B
Avoid Eunnecessary
M expressions (do not say
EM
‘Thank
R you’ or ‘Kind regards’).
MEMOS – KEY POINTS TO REMEMBER
1. Make a plan first before writing memos. Group
your points together in a logical order.
2. Remember my four-point plan so that you draft
your message in a logical structure.
3. Use simple, clear language that the reader will
understand.
4. Give your memo an appropriate subject heading.
MEMOS – KEY POINTS TO REMEMBER
5. Adopt a tone that reflects the status of the sender
and the reader as well as the topic of the memo.
6. Use a variety of presentation methods to enhance
the display of your message.
7. Use lists and bullets where appropriate.
8. Avoid unnecessary expressions like ‘Thank you’
and ‘Regards’.
MEMOS – KEY POINTS TO REMEMBER
9. Do not include a salutation or
complimentary close on memos.
10. Sign your memo in the usual way.
END
