Assignment No-14 Memo.pptx
- 1. What Is Memo Memorandums, or memos for short, are used in place of formal letters for internal communication. These may be used in the workplace to present information, to provide directions or reminders, or to propose an idea. consider the following first: Audience. Who are the intended recipients of your memo? Knowing your audience will not only allow you to identify who to address it to, but also determine the tone of the document you will be writing. Purpose. The purpose of the memo will also affect how you write the document. Providing a list of instructions will require a more formal and professional tone, while an announcement regarding a company outing or party may be written in a festive manner.
- 2. Parts of a memo Memo formats may differ depending on the workplace. Most, however, have the following parts: Label. Some offices require for this document to bear the label “MEMORANDUM” or “MEMO” at the top of the page so that your readers will immediately know what type of document it is. Heading. The memo heading contains the following details: To: This is where you write down the recipients of the memo. Addressees may be colleagues (do write their full names and job titles) or units or departments within the office. From: Write down your name and job title Subject: Indicate the reason for the memo Date: Note the complete date Body. Use this section to provide the pertinent details regarding the issue at hand. Try to be as specific and concise as possible. Conclusion. The conclusion is usually just 1-2 sentences long and indicates what action you are expecting from the recipient of the memo.
- 3. Tips to be effective at memo writing Be SMART. Memos should be SMART – Specific, Measurable, Attainable, Relevant, and Time-Bound. Be clear not only about what you want to say, but what you expect your reader to do. Don’t use informal language. Memos, by their nature, need to be written in a professional manner. As such, do avoid colloquial language. Be succinct. As mentioned earlier, memos should go straight to the point. Avoid flowery language and adding unnecessary details so that your readers will know exactly what you’re trying to say.
- 4. Present the main point within the opening paragraph. Make it easier for your reader to understand what the memo is about by stating the gist of it within the first paragraph. Salutations are not necessary in memos. Break down the memo. If your memo is long, consider breaking it down into smaller chunks to make it easier for your readers to understand what you want to say. Don’t use emotionally-charged words or language. Never use emotive words, even when writing about issues such as a team member’s poor performance at work. Proofread. Before you release the memo, make sure that you proofread it to see if there are any factual, grammatical, or spelling errors in what you wrote
- 5. Sample Of Memo Practice makes perfect, so try to draft your own memos and ask a colleague to review them to hone your memo writing skills. As a general secretary of student council, draft a memo for the students on the following points. 1) Maintaning discipline during social gathering 2) warning of stern action
- 6. Pravara Polytechnic Loni – 413736 4 April 2023 MEMORANDUM From : The General Secretary To : The Students Subject : Maintaining discipline during social gathering. All the students are hereby informed that social gathering of the year 2023 will be organized for the first year students on 10 April 2023. The students are hereby warned to maintain discipline during social gathering otherwise stern action will be taken against them. Take a note of this and act accordingly. Sd/- Mr. A .D. Patil The General Secretary Student Council