Faxes' and Memos'
Memo's serve a twofold purpose.
1. to bring attention to a problem/problems.
2. to solve a problem/problems.
They inform the reader about new information such as policy changes, price increases, or by encouraging the reader to take action, such as attending a meeting or change a current production procedure. Memos are most effective when they are relevant to the needs of both the writer and reader.
Audience
A memo is an 'internal' business letter used in business and institutions. The audience (who your memo is addressed to) needs to be carefuly considered. A memo needs to be sent to all of the people to whom the information is relevent. This is likely to be a small to moderate sized group of people in a company, communicating company or work objectives. If the information you need to communicate is of a personal nature it may be best done face-to-face or by telephone. This is also the case if the memo deals with information or an issue which is only relevent to one person.
Parts of a Memo
Memos are usually divided into segments in order to organize the information and clearly set out the writer's purpose.
Heading Segment
The heading segment follows this general format:
TO: (readers' names and job titles)
FROM: (your name and job title)
DATE: (complete and current date)
SUBJECT: (what the memo is about, highlighted in some way)
Make sure you address the reader by his or her correct name and job title. You might call the company president "Maxi" on the golf course or in an informal note, but "Rita Maxwell, President" would be more appropriate for a formal memo. Be specific and concise in your subject line. For example, "Clothes" as a subject line could mean anything from a dress code update to a production issue. Instead use something like, "Fall Clothes Line Promotion."
Opening Segment
The purpose of a memo is usually found in the opening paragraph and includes: the purpose of the memo, the context and problem, and the specific assignment or task. Before indulging the reader with details and the context, give the reader a brief overview of what the memo will be about. Choosing how specific your introduction will be depends on your memo plan style. The more direct the memo plan, the more explicit the introduction should be. Including the purpose of the memo will help clarify the reason the audience should read this document. The introduction should be brief, and should be approximately the length of a short paragraph.
Context
The context is the event, circumstance, or background of the problem you are solving. You may use a paragraph or a few sentences to establish the background and state the problem. Oftentimes it is sufficient to use the opening of a sentence to completely explain the context, such as,
"Through market research and analysis..." Include only what your reader needs, but be sure it is clear.
Task Segment
One essential portion of a memo is the task statement where you should describe what you are doing to help solve the problem. If the action was requested, your task may be indicated by a sentence opening like, "You asked that I look at...."
If you want to explain your intentions, you might say; "To determine the best method of promoting the new fall line, I will...."
Include only as much information as is needed by the decision-makers in the context, but be convincing that a real problem exists. Do no ramble on with insignificant details. If you are having trouble putting the task into words, consider whether you have clarified the situation. You may need to do more planning before you're ready to write your memo. Make sure your purpose-statement forecast divides your subject into the most important topics that the decision-maker needs.
Summary Segment
If your memo is longer than a page, you may want to include a separate summary segment. However, this section not necessary for short memos and should not take up a significant amount of space. This segment provides a brief statement of the key recommendations you have reached. These will help your reader understand the key points of the memo immediately. This segment may also include references to methods and sources you have used in your research.
Discussion Segments
The discussion segments are the longest portions of the memo, and are the parts in which you include all the details that support your ideas. Begin with the information that is most important. This may mean that you will start with key findings or recommendations. Start with your most general information and move to your specific or supporting facts. (Be sure to use the same format when including details: strongest to weakest.) The discussion segments include the supporting ideas, facts, and research that back up your argument in the memo. Include strong points and evidence to persuade the reader to follow your recommended actions. If this section is inadequate, the memo will not be as effective as it could be.
Closing Segment
After the reader has read and understood the information, you want to close with a courteous ending that states what action you want your reader to take. Make sure you consider how the reader will benefit from the desired actions and how you can make those actions easier. For example, you might say,
"I will be glad to discuss this recommendation with you and follow through on any decisions you make."
Necessary Attachments
Make sure you document your findings or provide detailed information whenever necessary. You can do this by attaching lists, graphs, tables, etc. at the end of your memo. Be sure to refer to your attachments in your memo and add a notation about what is attached below your closing, like this:
Attached: Focus Group Results, January- May 2007
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Activity
 Complete the activities below.
Remember to keep your Reflective Journal up-to-date.
Was the activity useful or not? Do you think you will need to know this information in the future? Is the language used easy to understand?
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Take a look at the memos below and consider the questions
Memo to department managers
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KEYSER SHIPBROKERS LTD.
123-5 LOWLAND STREET,LONDON EC1 2RH
TELEPHONE: +4.... FAX: +44 (0) 20 7671 9873
MEMORANDUM
To Department managers
From The Chairman
Topic Donald Crayford
Date 26 January 2008
Strictly Confidential
Please sign to confirm receipt.
Donald Crayford has decided to retire from his position as Chief Executive on 20
February this year. We have considered several candidates for his replacement, but
no firm decision has yet been reached. However, we hope to make a confidential
announcement by the end of this week at a private meeting of department
managers.
Jessica Renfrew _________________
Thomas Dillon _________________
Francesca Amis _________________
William Thornton _________________
Travis Shiran _________________
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1. Why would you not send this memo by e-mail?
2. Why do you think the memo is strictly confidential?
3. What are the department managers asked to do?
4. When will the Managing Director's successor probably be announced?
5. Which words in the memo have a similar meaning to the following?
a) secret
b) a number of
c) people hoping to get a job
Visit of a customer
Coventry Components are expecting some important visitors to their factory, so they circulate a memo.
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COVENTRY COMPONENTS MEMO
To All staff
From Henry Woodfield
Topic Zorbra Industries visit
From 8 to 11 July Mr. Jason Zorbra of Zorbra Industries, Athens, and two of his colleagues, will
be visiting the factory. Zorbra Industries has recently placed a three-year contract with us to
supply them with components.
Although Michael Hobbs, our Overseas Sales Manager, will escort them, it might be necessary
for individual employees to answer questions or explain production procedures in their section.
Therefore, please ask your staff to be as helpful and informative as possible. It will also be
necessary for lunch hours and breaks to be re-arranged so that there is always someone
available in each section.
Your co-operation in this matter is essential and will be appreciated.
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1. Who will escort the visitors?
2. What are employees asked to do?
3. Why is their help so important?
4. Which words in the memo have a similar meaning to the following?
a) parts of an engine
b) ways of doing things
c) guide and help
d) very important
Formal and Informal English
Match the sentences in column A with the sentences in column B with similar meanings.
Then decide which sentences are more suitable for a formal memo.
Column A
1 We haven't decided so far
2 No-one will lose their job because of what we're doing.
3 Your cooperation in this matter is essential.
4 He's always off sick so he's leaving.
5 The company has expanded a lot recently.
6 Please see your manager if you have any questions.
7 Staff should close windows and take personal belongings with them.
8 The staff restaurant will be relocated in the near future.
Column B
a The last few months have seen a period of unprecedented growth.
b Have a word with your boss if you don't understand.
c No firm decision has yet been reached.
d Don't forget to take your coat and bag, and shut the windows.
e You've got to do what we say.
f We're going to move the canteen.
g There will be no redundancies as a result of this measure.
h He has decided to retire on the grounds of ill-health.
Activities taken from 'Oxford Handbook of Commercial Correspondence' A. Ashely, Oxford University Press
Memo Samples and Examples
http://owl.english.purdue.edu/owl/
Memo Writing Help
http://business.lovetoknow.com/wiki/Memo_Formats
http://business.lovetoknow.com/wiki/Business_Memo
Memo Templates
http://office.microsoft.com/en-us/templates/results.aspx?qu=memo&av=TPL000
http://office.microsoft.com/en-us/templates/CT101172591033.aspx
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