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    Syed Mustafa (16L-5498) Haseeb Ullah (16L-5493) Amir Hayat (16L-5494) Arsalan Saleem (16L-5486)

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    Syed Mustafa Najeeb
    The document provides guidelines for writing an effective memo, including describing the purpose and structure of memos, as well as examples of good and bad memos. It explains that memos should clearly identify the problem and solution, use a professional tone, and invite further discussion with the reader. The document also outlines the key components of memos such as the heading, introduction, body, conclusion, and attachments.

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    Syed Mustafa (16L-5498) Haseeb Ullah (16L-5493) Amir Hayat (16L-5494) Arsalan Saleem (16L-5486)

    Uploaded by

    Syed Mustafa Najeeb
    38 views33 pages
    The document provides guidelines for writing an effective memo, including describing the purpose and structure of memos, as well as examples of good and bad memos. It explains that memos should clearly identify the problem and solution, use a professional tone, and invite further discussion with the reader. The document also outlines the key components of memos such as the heading, introduction, body, conclusion, and attachments.

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    MEMOS [Autosaved].pptx

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    The document provides guidelines for writing an effective memo, including describing the purpose and structure of memos, as well as examples of good and bad memos. It explains that memos should clearly identify the problem and solution, use a professional tone, and invite further discussion with the reader. The document also outlines the key components of memos such as the heading, introduction, body, conclusion, and attachments.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    38 views33 pages

    Syed Mustafa (16L-5498) Haseeb Ullah (16L-5493) Amir Hayat (16L-5494) Arsalan Saleem (16L-5486)

    Uploaded by

    Syed Mustafa Najeeb
    The document provides guidelines for writing an effective memo, including describing the purpose and structure of memos, as well as examples of good and bad memos. It explains that memos should clearly identify the problem and solution, use a professional tone, and invite further discussion with the reader. The document also outlines the key components of memos such as the heading, introduction, body, conclusion, and attachments.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    of 33

    Group members

    SYED MUSTAFA (16L-5498)


    HASEEB ULLAH (16L-5493)
    AMIR HAYAT (16L-5494)
    ARSALAN SALEEM (16L-5486)
    What is Memo

     A memorandum letter or simply known as memo is a letter containing


    a statement that is usually written by higher authorities of an
    organization for the purpose of sharing information.
     Aims to record and relay information, and to make brief appeals
     essential in the field of business as it helps build good relationships
     helps in establishing accountability of things and saves you hassle
    and time than writing a letter will
      Memos are generally less formal than a letter.
    Purpose

     Memos have a twofold purpose:


    1. they bring attention to problems and
    2. they solve problems.
     To accomplish their goals by informing the reader about new
    information like policy changes , by persuading the reader to take
    an action, such as attend a meeting etc.
     To connect the purpose of the writer with the interests and needs of
    the reader.
    Audience

     Choose the audience of the memo wisely


     Ensure that all of the people that the memo is addressed to need to
    read the memo.
     If it is an issue involving only one person, do not send the memo to
    the entire office.
     Be certain that material is not too sensitive to put in a memo.
     Memos are most effectively used when sent to a small to moderate
    amount of people to communicate company or job objectives.
    Significance

     Inexpensive:
    1. Communicate without ink or papers expenses.
    2. No paper disposal.
     Evidence:
    1. Helps in avoiding any conflict.
     Timeline Snapshot:
    1. To show what was happening in a company at a specific point.
    2. Shows company’s actions, goals and who initiated them.
    Significance

     Less Disruptive:
    1. Businesspeople are able to produce and deliver memos
    unobtrusively.
     Delivery:
    1. It takes just one person to hand the memo out to employees or
    put it in the employee mailbox.
    2. Digital Memos can be distributed with a single click.
     Critical Thinking:
    1. Gives a clear picture of intent behind writing.
    Structure

     Company Name
     Heading Segment

    The heading segment follows this general


    format:
    • TO: (readers' names and job titles)
    • FROM: (your name and job title)
    • DATE: (complete and current date)
    • SUBJECT: (what the memo is about,

    highlighted in some way)


    Structure
    Structure

    Opening Segment
     The purpose of a memo is usually found in the opening

    paragraph and includes:


    1. The purpose of the memo: to clarify the reason that why
    should the audience read a particular document.
    2. The context.

    3. The problem.

    4. The specific assignment or task.


     Gives the reader a brief overview of what the memo will be

    about
     The more direct the memo plan, the more explicit the

    introduction should be.


     The introduction should be brief, and should be

    approximately the length of a short paragraph.


    Structure

    Context
     The event, circumstance, or background of the
    problem you are solving.
     Use a paragraph or a few sentences to establish the
    background.
     State the problem.
     Include only what your reader needs, but be sure it
    is clear.
    Structure

    Task Segment
     To describe what you are doing to help solve the problem.
     If the action was requested, your task may be indicated by a sentence
    opening like, "You asked that I look at....“
     If you want to explain your intentions, you might say, "To determine
    the best method of promoting the new fall line, I will....“
     Include only as much information as is needed by the decision-makers
    in the context
     be convincing that a real problem exists.
     Do no ramble on with insignificant details.
     If you are having trouble putting the task into words, consider whether
    you have clarified the situation.
     Do planning before writing a memo.
     Make sure your purpose statement divides your subject into the most
    important topics that the decision-maker needs.
    Structure

    Summary Segment
     If your memo is longer than a page, include a separate

    summary segment.
     Not necessary for short memos.
     This segment:

    1. Provides a brief statement of the key


    recommendations you have reached.
    2. helps reader to understand the key points of the
    memo immediately.
    3. includes references to methods and sources you have
    used in your research.
    Structure

    Discussion Segments
     Longest portion of the memo.
     Parts in which you include all the details that support your

    ideas.
     Begin with the information that is most important.
     Start with your most general information and move to your

    specific or supporting facts. (Be sure to use the same


    format when including details: strongest to weakest.)
     Include strong points and evidence to persuade the reader

    to follow your recommended actions.


     If this section is inadequate, the memo will not be as

    effective as it could be
    Structure

    Closing Segment
     Close with a courteous ending that states

    what action you want your reader to take.


     Make sure you consider how the reader will

    benefit from the desired actions and how you


    can make those actions easier.
     Example: "I will be glad to discuss this

    recommendation with you during our


    Tuesday trip to the spa and follow through
    on any decisions you make."
    Structure

    Necessary Attachments
     Document your findings or provide detailed
    information whenever necessary. You can do this
    by attaching lists, graphs, tables, etc. at the end of
    your memo.
     Refer to your attachments in your memo
     Add a notation about what is attached below your
    closing,
     Example: 4 Attached: Focus Group Results,
    January- May 2007 Contributors: Courtnay Perkins,
    Allen Brizee
    Basic Steps to write an
    Effective Memo
    1. Prewrite
     Purpose
     Audience

    2. Draft
    3. Revise
     Content
     Organization
     Tone

    4. Refine
     Word Choice
     Sentence smoothness

     Correctness
     Overall Design
    Types of memo
     Informational – deliver information

     Instructional – deliver instruction


    Informational memo
     Conveys one or more pieces of information
     Reveal new or refresh old information
     Provides a reason why information is relevant

    to render
    Informational memo
     Present most important information first
     Make sure it answers WH questions
     End by offering to be assistance if there are

    any questions/uncertainties/doubts
    Instructional memo
     Conveys one/more directives
     Calls for and expect action to be taken
     Provides enough information to understand

    what the instructions are, who issued them,


    when, and why action needs to be taken
    Instructional memo
     Important to build background for why
    instructions are relevant
     May include discussion – show readers how

    instruction fit into larger picture


     Summary may include bulleted directives that

    will be elaborated on in discussion


     End by offering assistance
    BAD MEMO EXAMPLE
    Bad memo

    Example # 1
    Bad memo
    Bad memo
    Bad memo

    No proper
    background
    given
    Bad memo

    No proper
    background
    given

    Contains
    harsh/blaming and
    vague language
    Bad memo

    No proper
    background
    given

    The writer does not invite any


    Contains personal discussion of the
    harsh/blaming and problem, but instead, seems to
    vague language retreat behind a parentlike
    admonishment
    Bad memo

    Example # 2

    It does not answer all the


    questions a supervisor needs
    to have answered

    Writer comes across as


    unprofessional and vague
    GOOD MEMO EXAMPLE
    Good memo

    Example # 1

    Contains natural
    language

    States the problem


    clearly

    Stresses teamwork to
    achieve mutual goals

    Invites a face-to-face
    conversation in a
    neutral location
    Good memo

    Example # 2

    Looks
    Professional

    Provides an
    account of the
    accident

    The result of
    accident and
    what further
    action is
    required

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