Hey,
are you searching about writing memos? If you're this is the right
place for you. In this blog I am showing you different sample of memos
also. So, Let's start from it's introduction.
Memos
Memos
are used within organizations or company to communicate everything from
routine details to complete proposals and reports. Memos are often only
a few short paragraphs, but they can be much longer, depending on their
purpose. Memos are often used:
1) To inform others about a new or changed policy, procedures, organizational details.
2) announce meetings, events, and changes.
3) present decisions, directives, proposals, briefings. And,
4) transmit documents ( internal ).
Memos
help bring attention to problems and they solve problems. Regardless of
the specific goal, memos are most effective when they connect the
purpose of the writer with the interests and needs of the reader.
Memo format
Here is one example that shows the format of a memo:
MEMO
TO: All staff
FROM: Anmol Khatri, General Manager
DATE: 11 May 2022
Subject: Participation in upcoming book fair
Our
company will be participating in the Nepal Education and Book Fair 2022
from may 20 to 28 at tamghas, Exhibition Hall, Kathmandu.
We will set up our stall on the early morning of May 20, and we will be involved in the big way this year.
Except for some staff in the sales department, everyone
has been assigned specific tasks at the Fair. They should report
directly to our stall at Tamghas during the period of the Fair.
Please review the attachment for your role in the Fair.
rc
CC: Staff members
ATTACHMENT: Book Fair tasks for individual staff.
Memos are concise; they use brief and focused sentence and
paragraphs. Get your purpose straight before you start; then plan what
you want to say and in what order. Use your memo layout to help your
reader ( headings, bulleted lists, white space as appropriate). Speak
directly to your reader, as you would in person or on the phone. Donot
pad your ideas within unnecessary details. Think of what questions your
reader wants answered, and then answer them. Reread, revise, copyedit,
and proofread before sending the memo to the recipients.
Compared
to the letters, memos are generally informal but are still formal in
their overall format and preservation. Email memos are increasingly
replacing paper memos these days. However, they share the same
presentation and format.
Head
- To (who gets it) and from (who sent it):
Only
the name and designation are enough. No address required since it is an
internal memo. For reference and quicker response, the sender may
include his or her phone number also. There could be a number of names
of receivers. If you are sending an email, you could have the addresses
of all the recipients in the "TO" window.
- Date (when it was sent):
This
not only helps to locate the memo in a sequence of messages in your
paper files or email archives but also helps in resolving any dispute
that may occur about when the memo was sent.
- subject (what it's about):
Use about half dozen words to save space and keep it uncluttered.
Body
The
body conveys the message. Be concise and economical. Get straight to
the point writing only a couple of paragraph unless it is a formal and
longer memo. In either case, the main body of a memo is organised in the
same way just as we organize a letter.
- Introduction:
Include
the purpose, relevant background information, tasks, etc. Set the
scene; describe the circumferences that have prompted you to write the
memo.
- Main points:
Provide details and expand on the introduction. Discuss the subject, introductions given, or action identified.
- Close:
The
final paragraph may summarize the key points or give general advice or
encouragement about actions to be taken. It's ends courteously.
- signature:
Some memo writers may use their initials in small letters.
Tail
- CC:
Copies
sent to anyone may be affected by the memo. They may not be expected to
act on the subject matter but are sent just the " carbon/ courtesy
copy" to let them know that the correspondence has taken place. In
emails, there is also the option for BCC ( blind carbon/ courtesy) in
the "TO" window.
- Attachments:
Attachments
of an item referred to in the body of the memo. This could be a paper
document attached with a "cover" memo, but it increasingly it is a copy
of a document sent as an attachment along with an email memo.
Notice that a memo does not include the address of the recipient. You
will also see that a memo starts right away with the key information,
without a greeting and ends without a farewell. In other words, you
don't need to start with "Dear sir" or "Ma'am" and end with "Faithfully"
or "Sincerely". These are typical of letters.
Formal memos use a more formal language, standard fonts, and may list the names of all the recipients. Here is one example:
MEMORANDUM
TO: Monika Kunwar, Marketing Manager
FROM: Ajay Pandey, VP of sales
DATE: 11 May, 2022
Subject: Advertisement contract between Nepali Media and TrekGears
Following
a meeting last week between representatives of TrekGears and Nepal
Media, senior management has decided that the above-mentioned contact
with Nepal Media will be renewed.
I would therefore appreciate your providing me, by May 22, with full
details on Nepal Media's advertisement of our products in previous
years. This information will enable us to projects financial
requirements under the agreement for the upcoming fiscal year.
Thank you for your co-operation.
rm
CC:
Anisha Chhetri, Director General
Mandira Bohara, VP, Finance
A
causal memo uses a less formal and more relaxed tone, first names of
persons, can be somewhat creative in fonts and designs, and may not list
the name of every recipient. It is usually written and sent by close
peers, close associates, and co- workers and rarely by a supervisor to
subordinates, if they maintain close relationships. Informal memos are
often used to remind people about events, meetings, progress updates,
etc.
MEMORANDUM
TO: Nespear Tour Group, PR collage
FROM: Prashant Bhusal, Treasurer, BTG
DATE: 12 May, 2022
Subject: Progress on Fund raising for Nespear Tour.
It's
about time for congratulations, but not just yet. Now we need just Rs.
20000 more. Almost there. Need to meet up soon to find ways to reach the
initial target of Rs. 130000.
How about we gather at Ramesh's Cafe tomorrow at 11 am ?
tk
Because
memos are internal messags, the sender and the receiver are likely to
have a shared understanding of the form of language used, such as
terminology, vocabulary, and jargon. However, formal memos need extra
care in the way they are written and formatted. Choose the audience of
the memo wisely. Address the memo only to those who need actually need
to read the memo. If it is an issue involving only one person, donot
send the memo to the entire office. Also, be certain that the material
is not too sensitive to put in a memo; sometimes the best form of
communication is face-to-face interaction or a phone call.
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