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Business Memo

Planning Routine Memos

Pupose of memos 1)request info 2)request and confirm appointments 3)reply to someone else's request 4)transmit materials 5)acknowledge receipt of materials 6)report info on sales, progress, schedules, assignments, etc. 7)clarify a procedure,solve problems,make suggestion
Is it important to keep a file record of a memo transmitting a contract? Yes
Difference between memos and letters 1)reader or audience 2)format 3)tone and language
Reader or audience of memos memos are specifically intended for people within the same organization
Reader of audience of letters letters are written to people outside the organization
Format of memos memos format are simpler, more direct, more personal
Tone and language of memos friendly, informal, and businesslike
3 parts of memorandums 1)letter head(optional) 2)heading 3)message
Letterhead of memos Letterhaead consist of only the company name and logo - no address, phone number, etc.
Heading of memos heading usually begins with a title such as MEMORANDUM or INTEROFFICE MEMORANDUM
guide words of memos TO: FROM: DATE: SUBJECT:
the TO: line identifies the receiver/s of the memo
FROM: line identifies the writer. Do not include a courtesy title before the writer's name
DATE: line (is always important) Spell out the full date, using the same sytle you use for letters. Ex: August 26, 1988 NOT 08/26/88
SUBJECT: line briefly identifies the topic
What format are memos in? block format: a) single space paragraphs b)double-spaced after each paragraph, including the last paragraph
What can influence the memo's tone and language? your relationship to the reader
Two plans for organizing memos 1) direct plan 2) indirect plan
Direct plan Direct opening/details/ending (ending restates the request in the opening paragraph, summarize, provide a conclusion, or ask a question
Indirect plan for persuasive memos (attention/facts/request/action) 1)use an attention-getting opening 2)make factual statements 3)present your request 4)specify the action
Indirect plan for bad-news memos 1)use a neutral opening statement 2)state the reasons for the bad news(not the bad news itself) positively, tactfully, and courteously 3)state the bad news 4) suggest alternatives 5) close with a good will statement
Created by: Tiffastic