Post on 08-Apr-2018
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Memo and Memo reports
Chethana G Krishna
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Usefulness of memo
Has a greater visibility
Generally written under pressure of time
Generally written because the top executives want the
information quickly for further action Memos handle the info up, down and across within the
organization
Ensures quick and smooth flow of info in all directions
Enables employees to maintain and regulate businesstransactions effectively
Establishes accountability
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Usefulness of memo
Record of facts and decisions, it can be referred in thefuture
Some organizations insist that even small events,requests, telephone conversations on official matters inthe form of memos
It serves as a reminder and maintains a permanentrecord of discussions, meetings, activities, changes,procedures, policies
Documents progress to the supervisor up to date onyour accomplishments
To maintain a permanent record of the transaction
Memos act as evidence in an event of litigation orinvestigation
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Organizing and drafting memos
Like letter, memo is a form of correspondence which
should be written professionally and efficiently
Etiquette should be followed
Time is money is a common phrase at the work
place
Efficiency is a must. It will save time to write if we
learn patterns that are repetitive in a memo/letter Body content is very important
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Introduction with a purpose and a main
point
Three main points
Subject, purpose and main point
Two additional main points depending on message
Background information
Stressing the importance of the subject
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Subject
Should be stated in the beginning of the document
Clear and simple to the readers
Do not assume that they already know what you aretrying to say
Two good examples are:
Recently, the Watson project has been a source of major
concern for our company This memo discusses the equipment thefts that have occurred
in our office over the last three months
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Purpose
Preferably the purpose also like the subject should
be stated in the first or second sentence
Now that we have reached the stage two of the
oakbrook project, I would like to refine theresponsibilities of each team member
The purpose of this letter is to inform you about new
transportation policies for low level nuclear ways sent
to the WIPP storage facility in New Mexico
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Main Point
Should be able to catch the attention of the readers
Readers look first to the main point
Readers usually skip the extra information and want
to know the subject dealtWe request the hiring of three new physicians assistant
to help us with the recent increases in emergency roompatients
Put bluntly, our subcontractors must meet ISO 9001quality standards. It is our job to make sure theycomply
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Background information
Additional moves like this are sometimes required
To develop a connection to the readers
Our staff meeting on June 28 was very productive, and
I hope that we all came all away with a better
understanding of the project in this memo
When you and we meet at the NEPSCORE connection
last October, our company was not ready to provide
specifics about our new ceramic circuit boards. Now we
are ready.
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Importance of the subject
In some cases, the stress on the subject becomes
important
Sometimes, it needs to be persuasive
This seems like a great opportunity to expand our
network into the Indianapolis market. We may not get
this opportunity again
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Body content in memos
Largest part of the memo
To provide readers the information that they need toknow to make a decision or to take an action.
One or two paragraphs Brainstorm to organize the information that has to be
written
Only need-to-know information for the readers like
facts and hence short Examples: data, reasoning that will help to support
your argument
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Conclusion
Thank the readers, tell the readers that you
appreciate their attention to your message
Restate the main point
Time is short, so we will need your final report in our
office by Friday, September 15, at 5 pm
When this project is completed, we will have taken the
first revolutionary step toward changing out approach
to manufacturing
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Types of memos
Inquiry
Response
Transmittal Claim
Adjustment
Refusal
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Inquiry Memos
To obtain information specially answer to questions
about important and subtle matters
To write an inquiry memo:
Clearly identify your subject and purpose
State your questions clear
No more than 5 questions or even less
Thank readers in advance, provide contact information
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Response Memos
They have the function to answer the inquiry
Details depend on each question
To make a response memo: Thank the writer for the inquiry
Clearly state the subject of the document
Answer any question point to point
Provide more info if it exists Provide contact info
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Transmittal memos
Its purpose is to explain the reason the enclosedmaterials are being sent
Used when materials or letters are sent through mail
Also known as cover letters or cover memos To write a transmittal memo:
Identify the materials enclosed
State the reason the materials are being sent
Summarize the information being sent Clearly state any action
Provide contact information
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Claim memos
Purpose is to explain a problem and ask for a
solution
To write claim memos:
Subject should be clear and concise
Explain the problem in detail
Describe how the problem troubles you
Give a possible solution to the problem Thank the reader for taking the time to read
Provide contact information
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Adjustment memos
The purpose is to respond to the issue described bythe client, customer or co-worker
It is a reply to a claim letter
To write an adjustment memo: Express regret for the problem without directly taking
the blame
State clearly the solution to the problem
Tell the reader when should the results be expected Appreciate them for their business
Provide contact information
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Organizational patterns for memo
Problem Solution
Main findings Significance
Give/Request information Comparison Contrast
Objective Presentation
Listing or giving instructions
Literature review
Give negative news