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8/4/2019 Memos - Communication
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MEMO
Presented by:
Sameena B
I Semester MBA
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Amemorandum or memo is a document or other
communication that aids the memory by recording eventsor observations on a topic, such as may be used in a
business office.
Business memos are a piece of interoffice correspondence
sent between employees in a company or betweencompany subsidiaries to transmit ideas, decisions,requests or announcements
A memo is meant to inform, to persuade and above all tocommunicate to satisfy the readers needs and thewriters purpose.
A memo can be one of the most versatile, efficient ways tocommunicate within an office or among office branches.
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Written words v/s Spoken words
You have an oppurtunity to think through your message.
The reader can consider your message at leisure.
You can supplement your written message withdiagrams, charts, illustrations and other materials.
Written messages can be filed away for the record.
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When to send a memo When you need to reach many people with the
same message
When you have regular reports to send to thesame people
When you want to summarize or emphasizeinformation that can be useful to your readers
When you wish to send personal messages toindividuals or groups
When you want to stimulate thinking or action inindividuals or groups
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When not to send a memo When person to person communication servesyour purpose better
When you have nothing pertinent to say When your emotions are running too high
When you have more important duties
When broad-based criticism is unwarranted
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Common Business Memos
Policy memo
Notice- of -change memo Inquiry memo
Update memo
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Steps in memo writing
Preparation- Answer the four key questions.what is the purpose or point of this message?
who is the audience?what is the scope and meaning of my message?what action or response do I want from thereader?
- Conduct background research and decide whowill receive copies- Organize the data and select appropriate structure
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Writing- Write the first draft
- Select any attachments or illustrations
Review
- Edit and revise draft for clarity, accuracy,
brevity.
- Check for errors in grammar, spelling, facts,and so on
- Make final check of distribution list
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Format Problem solving format
Cause and Effect format
Functional format Chronological format
Question and Answer format
Reporting format
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Formulas
Inverted pyramid
Main Point
Diamond Sequence
Main Point
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Format
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Memo Mistakes
The telegram writer
The scrawler The windbag
The tease
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