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MEMOS

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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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posted:10/16/2012
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