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MEMOS What Is A Memo?? ► Document used for communication within a company. ► Can be as formal as a letter. ► May be used to present a report. Purpose Of A Memo ► To inform readers of specific information Persuade others to take action Give feedback on an issue React to a situation ► Memos can NOT replace a meeting Why? New ideas may stem from face to face meetings Rationales for ideas may be discussed Audience Analysis ► Who is the memo meant for? (what do you think?) ►Co-workers ►Colleagues ►OutsourcedEmployees ►Departments within your company ► Knowing your audience is very important ►Do you need to provide a detailed background? ►Do the readers understand the context? ►Consider the audiences knowledge of the topic Heading ► The heading defines the memo and should look similar to this: TO: FROM: DATE: SUBJECT: Heading ►A complete heading should look similar to this: TO: Engineering Department Employees FROM: Joe Bishop, President (initials with pen for approval) DATE: March 11, 2009 SUBJECT: SUBJECT LINE IS DESCRIPTIVE Heading ► Some companies will have policies in place that specify how to fill out a heading. ► Itis good practice to include your job title and your reader’s. Message ► Thefirst sentence of a memo should be very similar to your subject line, almost a rewording of the same idea. Example on board ► Themessage should provide context for readers. Always tell your readers why you are writing. Eg: The proposal is due July 2. Tone ► Informal Because memos are being sent within your company, they may be more informal than a business letter. ► You may: Refer to your colleagues by their first names Use humor Keep in mind you still need to remain professional How would the president react to your memo?? Length ► Short ► Concise (what is the difference?) ► May use to introduce a report for necessary information. Format Guidelines ►1 inch margins ► On plain paper ► Text begins 2 spaces after subject line ► Body is single spaced, 2 spaces between P’s ► Second page headings are used ► Sender should initial the memo for approval of the time the sender does not type the ►Most memo.
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