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This document provides guidance on writing memos, including their purpose, format, organization, and language. Memos are used for internal communication within an organization to inform about policies, meetings, updates or request actions. The key parts of a memo are the letterhead, receiver, sender, date, reference/filing index, and subject. Ideas should be organized logically in one paragraph for simple memos or with an introduction, body, and conclusion for more complex topics. Language should be straightforward, concise, and use the active voice and first person. Formatting techniques like underlining, numbering, and tabulating can help make memos easier to read. Examples are provided to illustrate these concepts.

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Writing a Memo Practical Skills for Work and Study Secondary 6
Introduction You are going to learn the following things about memos (memorandum) The purpose The format The organization The language
Memo ~ The Basics To communicate with people who work in the same organization internal communication Greeting (e.g. Dear Mr.XXX) and complimentary close (e.g. Yours faithfully) are omitted Less formal language
Memo ~ The Purpose To inform Policies Meetings Updates To request action Follow-ups To build up goodwill
Memos ~ The Format Letterhead Name of the organization (e.g. School of English for Business) Memorandum / Memo Receiver To: Name + , + Position E.g. Mr. Kingswick, Course Coordinator
Memo ~ The Format Sender: From: Name + , + Position Date Reference no. / Filing Index: For documentation / filing Initials of the sender / Date E.g. BC/19/11/89 (Written by Barnsby Campbell on 19 November 1989) Easy reference when writing a reply Subject: Mainly noun phrases E.g. Lesson Plans for 28 November lecture
Memo ~ The Organization Simple ideas: keep everything in one paragraph Complicated ideas Organized in logical order Introduction: the aim of writing the memo I am writing here to draw your attention to With reference to, I would like to Body: explain the ideas in details Conclusion: sum up the ideas + ask for actions Please finish this no later than Would you please?
Memo ~ The Language Straightforward + concise Use the active voice Write in 1st person I cannot accept your proposal Use action verbs instead of phrases X OK: We made a payment of $15,000 OK: We paid $15,000.
Memo ~ The Language Avoid too much transitional phrases in view of / in spite of / in event of X OK: In view of the likelihood (possibility) that the local market OK: Since the local market is likely to
Exercise ~ Task 2 Make the sentences more straightforward so that they can be used in the memo 1. We have come to the decision that it is not possible for our company to accept the offer. We have decided that our company cannot accept the offer.
Exercise ~ Task 2 2. In view of the fact that we will lose a big contract next year, we have to cut expenses. Since we will lose a big contract next year, we have to cut expenses. 3. We find the quality of the samples to our satisfaction but the design will have to be changed. We find the quality of the samples satisfactory but the design will have to be changed.
Memos ~ Ways to Make Reading Easier Underlining Underline the keywords to attract attention Specific details are important (e.g. reminder of a meeting) e.g. All members should arrive at Central Station before 9:00 am to make arrangements. All members: People who are members should follow this instruction Central Station: The specific location before 9:00am: Be punctual
Memos ~ Ways to Make Reading Easier Numbering Number the paragraphs or points To show the steps (usually instructions) Sample (Task 3) Tabulating Presenting statistics and figures Placed in the middle Sample (Page 5)
Exercise ~ Task 3 Underline the keywords in each instruction: 1. Take / seriously 2. Move / at once 3. Dont / retrieve belongings 4. Report / foremen
Memos ~ Assignments Assignment 3: Mr. J. Mendels, the Personnel Manager of International Trading Company Ltd. has to issue a memo to all the staff to clarify the granting of annual leave in the coming year. He has jotted down some notes in his note book. You are his secretary. Write out the memo in his name, using both numbering and tabulating to facilitate reading. Use JM/15/12/94 as the filing index. Marking scheme: 27 marks Content:?? / Language: 3 marks / Presentation: 3 marks
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writing-a-memo_powerpoint.ppt

  • 1. Writing a Memo Practical Skills for Work and Study Secondary 6
  • 2. Introduction You are going to learn the following things about memos (memorandum) The purpose The format The organization The language
  • 3. Memo ~ The Basics To communicate with people who work in the same organization internal communication Greeting (e.g. Dear Mr.XXX) and complimentary close (e.g. Yours faithfully) are omitted Less formal language
  • 4. Memo ~ The Purpose To inform Policies Meetings Updates To request action Follow-ups To build up goodwill
  • 5. Memos ~ The Format Letterhead Name of the organization (e.g. School of English for Business) Memorandum / Memo Receiver To: Name + , + Position E.g. Mr. Kingswick, Course Coordinator
  • 6. Memo ~ The Format Sender: From: Name + , + Position Date Reference no. / Filing Index: For documentation / filing Initials of the sender / Date E.g. BC/19/11/89 (Written by Barnsby Campbell on 19 November 1989) Easy reference when writing a reply Subject: Mainly noun phrases E.g. Lesson Plans for 28 November lecture
  • 7. Memo ~ The Organization Simple ideas: keep everything in one paragraph Complicated ideas Organized in logical order Introduction: the aim of writing the memo I am writing here to draw your attention to With reference to, I would like to Body: explain the ideas in details Conclusion: sum up the ideas + ask for actions Please finish this no later than Would you please?
  • 8. Memo ~ The Language Straightforward + concise Use the active voice Write in 1st person I cannot accept your proposal Use action verbs instead of phrases X OK: We made a payment of $15,000 OK: We paid $15,000.
  • 9. Memo ~ The Language Avoid too much transitional phrases in view of / in spite of / in event of X OK: In view of the likelihood (possibility) that the local market OK: Since the local market is likely to
  • 10. Exercise ~ Task 2 Make the sentences more straightforward so that they can be used in the memo 1. We have come to the decision that it is not possible for our company to accept the offer. We have decided that our company cannot accept the offer.
  • 11. Exercise ~ Task 2 2. In view of the fact that we will lose a big contract next year, we have to cut expenses. Since we will lose a big contract next year, we have to cut expenses. 3. We find the quality of the samples to our satisfaction but the design will have to be changed. We find the quality of the samples satisfactory but the design will have to be changed.
  • 12. Memos ~ Ways to Make Reading Easier Underlining Underline the keywords to attract attention Specific details are important (e.g. reminder of a meeting) e.g. All members should arrive at Central Station before 9:00 am to make arrangements. All members: People who are members should follow this instruction Central Station: The specific location before 9:00am: Be punctual
  • 13. Memos ~ Ways to Make Reading Easier Numbering Number the paragraphs or points To show the steps (usually instructions) Sample (Task 3) Tabulating Presenting statistics and figures Placed in the middle Sample (Page 5)
  • 14. Exercise ~ Task 3 Underline the keywords in each instruction: 1. Take / seriously 2. Move / at once 3. Dont / retrieve belongings 4. Report / foremen
  • 15. Memos ~ Assignments Assignment 3: Mr. J. Mendels, the Personnel Manager of International Trading Company Ltd. has to issue a memo to all the staff to clarify the granting of annual leave in the coming year. He has jotted down some notes in his note book. You are his secretary. Write out the memo in his name, using both numbering and tabulating to facilitate reading. Use JM/15/12/94 as the filing index. Marking scheme: 27 marks Content:?? / Language: 3 marks / Presentation: 3 marks