About MemoThe term “MEMORANDUM" “MEMO"A memo is generally is not as formal as a

written letter. However, it is certainly not as informal as a personal letter.

Why are memorandums needed?• Request information• Request and confirm appointments• Reply to someone else’s request• Transmit materials• Acknowledge receipt of materials• Report information on sales, progress,

schedules, assignments, and so on• Clarify a procedure, solve a problem, make a

suggestion, and so on.

Memorandums partsLetterheadHeadingMessage

The Letterhead

Spectrum PAINTS & SUPPLIES Inc.

MEMORANDUM*)M E M O*)

*) You can choice the ones of them.

The HeadingFrom : (person or group sending the

memo) To : (person or group to whom the memo is

addressed)

D a t e : (the day when the memo is made)

SUBJECT/RE: (the subject of the memo, this should be in bold)

The Message• The tone of a memo is generally friendly as

it is a communication between colleagues. • Keep the memo concise and to the point. • If necessary, introduce the reason for the

memo with a short paragraph. • Use bullet points to explain the most

important steps in a process. • Use a short thank you to finish the memo.

This need not be as formal as in a written letter.

1. The direct plan for routine memos

- Begin: Theresa, will you please schedule…

- Provide details: …Tom called this morning … he wants

to see…

- Close : Please be sure to…..

2. The indirect plan for persuasive memos

- use an attention-getting opening- make factual statements- present your request- specify the action

3. The indirect plan for bad-news memosuse a neutral opening statementstate the reasons for the bad news (but not

the bad news itself) positively, tactfully and cousteously

State the bad newssuggest alternatives, if anyclose with a goodwill statement.

Definition Special memos are not routine, ordinary,

or common. Example: informational memorandums, analytical memorandums, recommendation memorandums, and report (or progress report) memorandums.

Compared with routine memosThe special memos:a.Tend to be longerb.Deal with more complex and more important

issuesc.Deserve a higher degree of formalityd.Receive more executive attentione.Are subject to greater scrutiny and criticism

because of their importance.

1. Informational memorandumsPresents fact or data on a single topic.This special-purpose memorandum differs

from the routine memorandum only in complexity and length.

Informational memorandums use a direct approach: begin by topics, then organize the ideas logically, and provide the necessary details under each idea.

2. Analytical MemorandumsDefines the problem for the readers,

indicates the means by which the writer gathered and analyzed the data, shows the reader how the writer arrived at conclusions, and presents recommendations based on the conclusions drawn.

The organizational of AM1. describe the problem analyzed or the task

assigned2. Explain the procedures used for gathering

the data3. State your conclusion and give full

supporting details.4. Include relevant issues if any.

3. Recommendation MemorandumsAre used to suggest new ideas designed to

streamline procedures, institute new product, lower operating costs, increase efficiency, or improve the company operations in some other way.

First step: summarize the recommendation in the opening paragraph.

Organize the RM1. Explain in detail the circumstances that

prompted your recommendation.2. Outline specifically all aspects of your

recommendation. Be sure to include suggestion for implementing your ideas and any costs that may be incurred.

3. Show how the company will benefit from adopting your recommendation

4. Offer to answer any questions or supply additional information, if necessary.

4. Progress Report MemorandumsProvide an update on projects presently

under way. To furnish management with information

regarding the status of a long-term activity.To cover the developments and

advancements made on a particular project for a specified period.

An outline for PRM1. Identify the project by name, and briefly

describe its objectives.2. Summarize the progress reported in previous

memorandums3. Provide a detailed presentations of activities,

accomplishments, and setback for the specific period covered by the program report memorandum. Use presentations by topic method or chronological presentations method.

4. Project future progress in terms of a completion timeline.

1. Begin by stating the purpose of your memo

The examples of ways to begin a memo:I am writing to inform you of ......In response to your request, I am writing to

provide you with recommendations on.....The purpose of this memo is to.....This memo provides information about......

2. Include a general description of the issue your memo addresses. The first paragraph of a memo is like an

introduction to a research paper. Do not include your major arguments, but

describe the issue generally so that the reader understands the importance of your message.

3. Explain briefly what research or work you have done to arrive at your recommendationsor analysis of the issue.

it is often a good idea to explain in one or two introductory sentences what work you have done to arrive at the information you are presenting.

Example to explain the analysis or the recommendations is made by you “These recommendations are based on my

conversations with employees, my observations of the work environment, and my analysis of the data provided by the Human Resources Department.”

4. Use headings to make your major points.Put headings in bold or italics so that they are set

apart from the supporting information that follows them.

Do not let the heading stand alone without any supporting information.

Make headings concise.Use a consistent format to write headings within a

memo. Each heading should begin with the same part of speech (i.e. noun, verb).

Use variety for each heading. Do not begin all headings with the same word.

Connect the supporting information directly to the heading. Remove all irrelevant information.

5. Write recommendations in the imperative (command) voice.Write your recommendations with great authority.

Example:Weak: I think it might be a good idea to hold more regular meetings between the management and employees.Strong: Hold regular meetings between the management and employees.

6. Follow each recommendation with an explanation of why it is important.

Explain the importance of each recommendation.Example (continue from no.5):It is important for employees to feel that they have a

forum in which to express their concerns to the management. Many employees currently feel that the managers are unaware and uninterested in their opinions and that this lack of communication has been resulting in less effective business practice.

7. Use an objective writing styleSubjective: I have looked at the three options

of the training programs, and I feel that the employees would like the first one the most.

Objective: A careful examination of the three training programs shows that the first would be the most beneficial and effective for employees.

Note: avoid writing “I believe”, “I think”, or “I

feel”

8. End with a salutation.End the memos in a somewhat formulaic way

in which you thank the person for taking the time to read the memo, and indicate a willingness to discuss the information in greater detail.

When possible, use positive language that emphasizes a look towards future action.

FOR SPECIAL MEMOS

DISPLAY LISTSLists help to display information, ideas or statistics. There are often usually:1.Numbered or bulleted2.Treated as individual line or paragraph3.Indented from the left margin (sometimes from the right margin too)4.Separated by extra line space

TABLE, CHARTS, AND GRAPHSThey are tools of simplification, make it easy the

writer to present statistical data and they make it easy for the reader to grasp the general picture and find specific statistics.

When the table is much longer, separate it form the res of the memo. Prepare on a page by itself (or on several pages) and then provede a cross-reference in your memo, such as: “see the table on page ….”.

Be sure that you write clear, complete, and accurate : titles, headings, and source notes.

TITLES• Write concise titles, using clipped phrases

that “tell the story”. Be sure to identify what you are providing, for which company or division or product or region, for which time period, and so on.

• Example:ESTIMATED FIVE YEARS SALES REVENUE

COMSUMER PRODUCTS DIVISION2004-2009

If the memo has several tables or chart:Table 1

SALES REVENUE, CONSUMER PRODUCTS DIVISION

2008 AND 2009 COMPAREDOr:

Table 1. SALES REVENUE, CONSUMER PRODUCTS DIVISION, 2008 AND 2009

COMPARED

HEADINGSColumn heading must be accurate, complete

and clear.

District

2008 Sales (Rp)

2009 Sales (Rp)

Increase/

Decrease (%)

Central

100.000.000 110.000.000 10

SOURCE NOTESource notes will help readers find the

information (if they should want to) and will add credibility to your memo.

Example:

Source: 2008 Indonesian central statistical report.

That’s all about Memo

Thank You