Writing a Memo

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… • 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 • 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. • 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 CentralStationbefore 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: • Take / seriously • Move / at once • Don’t / retrieve belongings • 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

16. Start working on it…