MEMO WRITING
- 1. Internal Communication (written) Memorandum Office order Office circular Office note Correspondence with Branch Offices
- 2. MEMO AND MEMO REPORTS Memos are brief written communication of internal correspondence. Memo format reports are called Memo Reports.
- 3. Uses of Memo To provide information To issue an instruction To convey a policy decision To offer suggestions To record/report an agreement To use as a written record
- 4. Other functions To issue instruction to the staff To communication policy changes to the staff To give/seek suggestion To request help To confirm a decision arrived at an the telephone To intimate granting/withdrawing permission to do something To seek explanation on matter of conduct
- 5. Differences between a Memorandum and a Letter
- 6. Structure of Memo To From Reference Date Subject Introduction Discussion Conclusion Signature
- 7. Some types of Memos Persuasive Memo Directive Memo Technical Memo
- 8. Organizational patterns for Memo writing Problem – solution Main findings – significance Give/request information Objective-presentation Listing or giving instructions Literature-review Give Negative news
- 9. How to write an effective Memo Three stages in Memo drafting: 1. Pre-writing : 4Questions What ? Who? How? What? 2. Writing: Systematic order,Enclosures,Photocopies,etc 3. Review: Edit for Clarity, Accuracy and Brevity
- 10. OFFICE ORDER Contains directions or instructions, which are required to be complied with by the recipient. In case of non-compliance of office orders, disciplinary action may b e initiated. Transfers, extension of probation period, distribution of work, etc.
- 11. OFFICE CIRCULAR Is a form of a letter addressed to all office branches or departments of a company and is drafted in such a way that the information is useful and understandable to all concerned.
- 12. Difference Being unsolicited is persuasive in approach with emphasis on You attitude and an appealing format. Usually brief and precise. It is an unsolicited communication sent to customers/suppliers. It is an intra-office communication which seeks to bring to notice important matters of the organization. Letter conveying some information from a businessman or organization to a large number of customers and /or suppliers. A letter or a memorandum addressed to a number of persons or intended for general circulation in the organization. Circular Letter Office Circular
- 13. OFFICE NOTES Noting is the way by which an employee gives his suggestion or decision. This is widely spread in public sector enterprises. A note may consists of a summary of all relevant papers, a statement or analysis.