Memorandums

The term 'memo'(short for memorandum) is used to describe the standard format of internal communication.. Like letters,memorandums can have many different purposes,structures ,and tones.

The Memo Format
1.Heading
As the memo is an internal means of communication and less formal than a letter, there is no need to include an inside address,greeting,complimentary close or full signature.
To save time and effort-in writig,typing and reading- most memo are written on preprinted forms.These forms vary from company to company,but most include below spaces as follows,
To-identify the receiver of the memo
From-identity the sender of the memo
Date-serves as a record of when information is forwarded,requests are made,e.g.
Subject-indicate the topic of the memo
2.Body
It carries a clearly structured messag,which is often written in short numbered paragraph,and should be written in plain english to present readers with an objective and factual description of the topic.
3.Format
They generally follow a very specific format,both for the heading and for the body of them.On most forms, the preprinted hearding information is positioned so that it align on the left,and,in that way, you can easily type the neccessary information to complete the hearding,using the same indention for each line.
Using the same indentation, you then triple space to type the body and the body is always typed in the block style.

Types of Memos
used for many purposes,for example,to request,instruct,authorize,or acknowledge.
1.Instruction Memo
The aim is to give your readers all the information they need for carrying out the instructions confidently.Its style is simple and direct.They are logically arranged so that they stand out clearly:introduction,main point,secondary information and action.For example,
To: All Staff
From: Allen Smith,Administrative Officer
Date: May 12,2000
Subject: operating Instructions for New Copying Machines

A new photocopier has been installed in the general office.All staff are welcomed to use it.

To ensure the copier's survival,it is important to keep the following procedures in mind.
*Use the machine for no longer than 30 minutes at a time
*After use,allow the machine to cool for at least 5minutes
*Make sure the switch is turned off after use.

Please speak to me if you have any question about the machine.

Request Memo
The aim is to ask the receiver for certain information or action.It's arranged in the following way: first, the main point,then the secondary idea or details,then the action required. For example:
Interoffice Memo
To: Winfred Johnson
From: Joyce Medo
Date:July 7,2001
Subject: Special Requests for Video Classics

Several community colleges and high schools in the area have asked us about stocking videotapes in the following areas: Shakespearean plays,American Literature,first aid and reading tutorials for children. No other video company is carrying a rental inventory of educational material.

Please check the availability and the cost of tapes in these areas and provide me with a list by July 15.

Announcement Memo

provides information.It follows the organization method suggested for writting good nes letters. It comes first,followed by the secondary details or information,and then comes the required action.
Memorandum
To: Winfred Johnson ,School of Architecture
From: Joyce Medo,Physical Plant Operation
Date:July 7,2001
Subject: Air-conditioning Installation for East Hall

The costs of installing air conditioning for the seven offices and two studion classrooms in East Hall have been carefully studied.

Estimates were obtained from three contractors on the costs of covering the offices and classrooms. All three were in the $25,00 range.

You can begin the work at any time. It will take about three weeks.

Authorization Memo
It gives someone permission or authority to do something.It presents the background information first,then the main point,and finally the secondary details and action.
Memorandum
To: Robert Shaw,Internal Auditing
From: Paul R. vice President
Date: 14March,2001
Subject: Add New Machines and Operators

Your observation identified inadequacies in our current operations.Your suggestions indicated that new machines and operators should be added to avoid overtime costs.

Please order two keypunch machines and three operators as soon as possible.

Transmittal Memo
It is the cover note that accompanies a more formal or lenthy message and introduces the reader to what follows:the full details and the action required.

Memorandum
To: Mr.Blacks
From: Mike Printy,Sales Manager
Date: 16th July,2001
Subject: Statistics on Total Sales in May

The statistics on total sales in May that you asked for are attached.

These figures are for the last month. If you wnant to know the sales details of each department, you can contact me directly.

Please give me a copy of the report you prepare from these statistics.

Writing Points
Some important techniques for writting effective memos:
1.Plan your message before you begin to write
2.Consistently use a simple and convenient hearding that includes information like "To"."From" and "Subject"
3.Choose a brief bur appropriate subject line,which should identify the topic and not give all the details
4.Present the key idea first.The idea presented at the beginning will usually receive the most emphasis
5.If your message is lengthy, try to divide into logical section. If you have several items,try to number them.
6.Strive to make memos clear,complete,concise,consistent,correct and courteous