Presentation on business memo's

Submitted by Submitted toVijay Dr. ubba savita15105015 Nitin15105016Date

Memos By definition

A memo is a document typically

used for communication with in organization. Memos con be as formal as a business letter and to present a report

What are memos?Memos are internal documents that, for

example:- announce policies, disseminate information, delegate responsibilities, instruct employees, and report results.

They provide a record of decisions made and actions taken.

Managers use memos to inform and motivate employees

Uses of Memos To give information to someone To issue an instruction To request for help To give suggestions Reminders

The layout

1) First line the world “memo”(as a title in the middle on top of page.)

2) Include “TO”(who should get the memo?)3) “From”(who sent the memo?)4) “Subject”(what is the memo about?) 5) Date

5-parts of memo

Part -1

Part-2

Part-3

Part-4

Part-5

Steps-Plan for writing memos1: Read the question – What is my task?2: Decide on layout3: Identify key facts4: organise content (sequence)5: constructing content (paragraphs,

styles?)6: write your memo7: check your memo for mistakes

Writing memos: The layoutFirst write “Memo” as your title in the

middle on top of your page.Include “To” (who should get the memo?)“From” (who sent the memo?)Subject (what is the memo about?)Date

General template of Memo

ContentMemos are meant to be read quickly.Therefore, content has to be concise but

precise in its message.Mark and note down the important key

facts in situation and task – at the moment there is no need to order the items.

Organizing contentHow can you order your items so they

convey a logical and precise message?Could you link key points together?Which points should come first, which

last?

Format of memoParagraphing?Font?Space between lines?Listings?Other graphic devices?Enclosing something? (more adequate for

letters)

Checking your memoCheck with the task: All relevant points

are written? In a logical order?Is style and tone appropriate?Is the layout ok?Can it be read “fluently”?Use dictionary: spelling, grammarHave I copied names, addresses etc.

correctly?

Some types of memosPersuasive memo

Directive memo

Persuasive memo

In a persuasive memo you must constantly keep your reader’s feeling in mind. Consider how the person will react to what you are saying. What would convince him or her most readily ? How much should you rely on logic, and how much should you appeal to emotion?

Directive memo

A directive memo states a policy or procedure you want the reader or co-worker to follow. The length of the memo depends on how much space is required to properly explain the procedure

Advantages of business memosTime savingSimpleNo formalitiesSpecificLess costly

Disadvantages of business memos

Limited scopeLack of secrecy Not suitable for external communication

Any questions…

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