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Memoranda

Memoranda. A memo does not include the following: normal greeting courtesy indicator concluding remarks an address A memo MUST include the following: the full name of the sender the full name of the receiver. normal greeting. courtesy indicator. concluding remarks. an address. MUST.

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Memoranda

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  1. Memoranda A memo does not include the following: • normal greeting • courtesy indicator • concluding remarks • an address A memo MUST include the following: • the full name of the sender • the full name of the receiver normal greeting courtesy indicator concluding remarks an address MUST the full name of the sender the full name of the receiver Memoranda

  2. Different parts of a memo • To: the person you are writing to (full name; with ‘Mr’, ‘Miss’, ‘Mrs’ or ‘Ms’) • From: the person who is writing the memo (full name) • Date: date of writing (unless otherwise specified) • Re: subject matter ( a noun phrase or a gerund) • Ref: reference number, if any • Introduction: an introduction is needed to give a brief background • Body paragraphs: each paragraph should contain only one central idea • Conclusion: conclusion very often invites feedback, gives recommendation or asks for action. Memoranda

  3. Different parts of a memo • Signature: a memo can be signed with the name of the sender in BLOCK LETTERS • Carbon copies: a memo is often read by more than one person in an organization. Following the signature, there can be a list of names who will also receive copies of the memo e.g. c.c. Mr Alan Kwok, Training Officer c.c. Ms Julia Tam, Personnel Manager • Attachment: if there are documents to be attached with the memo, it can be written on the left bottom corner. e.g. P.S. A factsheet is attached for your reference. • Subheadings: subheadings may be added if it is a long memo. Memoranda

  4. Language and Tone • Memos are usually shorter than a business letter with the same message because you can assume the reader share certain background information with you. • Memos should be clear, concise and to the point. • The tone of a memo reflects the relationship between you and your reader. Therefore the tone is affected by your position, how well you know your reader and the subject matter. Memoranda

  5. The general rule is: • Your tone is more informal when the subject matter is not important e.g. fixing a time for a Christmas party. Your tone is formal when the subject matter is very important e.g. giving a number of recommendations on a particular project. • Your tone is tentative when you are writing to your senior e.g. using words like “may”, “seem” or “possible”. Your tone is more certain when you are writing to a junior e.g. using words like “should” or “must”. Memoranda

  6. The following expressions are commonly used in a memo: Giving information • I have looked into this matter. • I have checked my records. • You are reminded that …… Asking for action • I am writing to remind you that …… • Do you think it would be possible to ……? • Could you please ensure that ……? Memoranda

  7. The following expressions are commonly used in a memo: Asking for information • I should like to know exactly what action has been taken. • I should like you to give me a record of …… • I want you to pass me all the information you have about …… Warning • Unless we order ……, the store might run out in the middle of the heavy season. • We urgently need ….. if we are to meet the demand. Memoranda

  8. The following expressions are commonly used in a memo: Making suggestions and recommendations. • May I suggest that ……? • I think that we should …… • It seems to me that you should …… Memoranda

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