What is MEMO ?

Memo : abbreviation of memorandum (n.)Memo : abbreviation of memorandum (n.)

It is a short message to It is a short message to ask for helpask for help or to or to remind someone to do something.remind someone to do something.

TO: FROM:Subject: Date:

Content

FormatFormat The normal greetings used in The normal greetings used in letters such as ‘Dear Sir’, ‘Yours letters such as ‘Dear Sir’, ‘Yours sincerely’ etc , are not used in sincerely’ etc , are not used in memos.memos.

Memos are written messages sent Memos are written messages sent among people working in the same among people working in the same company. Memos can be written for a company. Memos can be written for a number of reasons :number of reasons :

Inform staff about decisions/actions/events.Inform staff about decisions/actions/events.

Request information / action /events.Request information / action /events.

Remind staff of action Remind staff of action needed/procedures/changes in policy.needed/procedures/changes in policy.

Provide information on work related topics.Provide information on work related topics.

Memos are written messages sent Memos are written messages sent among people working in the same among people working in the same company. Memos can be written for a company. Memos can be written for a number of reasons :number of reasons :

Inform staff about decisions/actions/events.Inform staff about decisions/actions/events.

Request information / action /events.Request information / action /events.

Remind staff of action Remind staff of action needed/procedures/changes in policy.needed/procedures/changes in policy.

Provide information on work related topics.Provide information on work related topics.

CONTENT

Memos generally deal with only Memos generally deal with only one one subjectsubject. If you want to write about two . If you want to write about two unrelated subjects, the usual practice is to unrelated subjects, the usual practice is to write two different memos. Any memo write two different memos. Any memo which covers more than one subject, will which covers more than one subject, will be very difficult to file under one heading be very difficult to file under one heading and may not be easy to find again for and may not be easy to find again for reference.reference.

LanguageLanguage The language you use in your memo will The language you use in your memo will mainly depend on mainly depend on your position, the your position, the position of the reader position of the reader andand the subject the subject mattermatter. The general rule is to “keep it short . The general rule is to “keep it short and simple”. When you write, the words and simple”. When you write, the words you choose can have different tones. you choose can have different tones. Always check your writing carefully so that Always check your writing carefully so that its style and tone is its style and tone is suitable for the suitable for the particular readerparticular reader..

LanguageLanguage The language you use in your memo will The language you use in your memo will mainly depend on mainly depend on your position, the your position, the position of the reader position of the reader andand the subject the subject mattermatter. The general rule is to “keep it short . The general rule is to “keep it short and simple”. When you write, the words and simple”. When you write, the words you choose can have different tones. you choose can have different tones. Always check your writing carefully so that Always check your writing carefully so that its style and tone is its style and tone is suitable for the suitable for the particular readerparticular reader..

TONE As with letters, the tone used in your memos As with letters, the tone used in your memos

should be should be respectfulrespectful and and politepolite. In some . In some cases, it is quite difficult to find the right cases, it is quite difficult to find the right words to express your ideas without causing words to express your ideas without causing offense to the reader; for an example, offense to the reader; for an example, reminding a customer to pay their bill, or reminding a customer to pay their bill, or making a complaint about a product. When making a complaint about a product. When writing such memos, choose your words writing such memos, choose your words carefully, and try to carefully, and try to avoid adopting a avoid adopting a negative tonenegative tone..

RemindersReminders

DateDate – – In official memos ,the date of issue should be In official memos ,the date of issue should be written in full. If you are sending an informal or written in full. If you are sending an informal or unofficial memo, it is acceptable to use short forms in unofficial memo, it is acceptable to use short forms in the date.the date.e. g. Official : 7 December 1999e. g. Official : 7 December 1999

Unofficial : 7-12-1999Unofficial : 7-12-1999

Subject headingsSubject headings – – subject headings should be subject headings should be clear and easyclear and easy to read.And also, subject headings are to read.And also, subject headings are often written as a noun phrase linked by a preposition.often written as a noun phrase linked by a preposition.e.g. Investigation into Customer Complainte.g. Investigation into Customer Complaint

SignatureSignature - Optional - Optional

RemindersReminders

DateDate – – In official memos ,the date of issue should be In official memos ,the date of issue should be written in full. If you are sending an informal or written in full. If you are sending an informal or unofficial memo, it is acceptable to use short forms in unofficial memo, it is acceptable to use short forms in the date.the date.e. g. Official : 7 December 1999e. g. Official : 7 December 1999

Unofficial : 7-12-1999Unofficial : 7-12-1999

Subject headingsSubject headings – – subject headings should be subject headings should be clear and easyclear and easy to read.And also, subject headings are to read.And also, subject headings are often written as a noun phrase linked by a preposition.often written as a noun phrase linked by a preposition.e.g. Investigation into Customer Complainte.g. Investigation into Customer Complaint

SignatureSignature - Optional - Optional

Subject: Maintenance Wok for Estate Road(Regal Haven Estate)

Thank you for you memo of 1 February 1999 concerning the maintenance for the estate road on the Regal Haven Estate.

I agree with the immediate maintenance if required for some of the defective paving and drainage (a copy of the layout plan is attached for your reference). The estimated cost is $152,000.

Please would you arrange the funds as soon as possible so that we can carry out the work..

To : Mr. Leung

From : Dicky

Date : 12 - 31 - 1998