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PR Final part 7
Final section covering content from section 5H.
| Term | Definition |
|---|---|
| Purpose of memoranda | To deliver an in-house strategic message to an internal audience (someone within your organization.) They are usually informal and conversational and not needlessly wordy. |
| The audience for a memo | A person or people within your organization; a co-worker or co-workers. Memos are less formal than business letters and even business phone calls. Send memos outside only if you know them well/have business relationship |
| Media of a memo | Usually on email or paper and distributed through office mail; paper mail sometimes serves as a cover sheet for other paper documents. |
| Key to success of a memoranda | A good memo shows respect for the reader; it announces its message in the subject line and comes to the point quickly and gracefully |
| Format of a memo for email | Usually email; clarity and specificity in "subject" line. Email systems automatically specify the sender's name and address as well as the date. |
| Format of a memo for paper | Sometimes must be filed for legal reasons; Must include heading(s), Date, to, from, and a subject line. Include your initials in the "from" section. Single spaced w/ no extra space between paragraphs and no paragraph indentations. |
| Organization of a paper memo | Record recipient's name in the "to" section. In "from," include your name, office location, dept., phone # and email address. cc a memo if it is to multiple people. Include a brief desc in the subject line. |
| Content and organization of an email memo | Salutation that includes the recipient's name and a colon (:), first sentence is a courteous greeting; a closing "thanks" or "thank you" (less formal.) Type your name at the bottom; 1st name only in informal memos, 1st and last in formal memos. |
| Content and organization of a paper memo | They have no salutation; the "to" serves as the salutation. There is no "sign off" (no sincerely or signature.) The last words of final paragraph should provide closure. Thanks or specification of next action (or both) can provide closure. |
| Content and organization - position memos | These are prepared for an org's leaders. They address issues that may require action. This type of memo has a concise, three-part organization. |
| Three part organization of position memos: | 1. Para one: what is the issue/problem? 2. Para two: What are possible solutions? 3. Para three: What solution/option is best? (recommendation) |
| Career advancement memos | Career advancement memos can be to the boss, to yourself, and/or to in-house clients. |
| You can use career advancement memos in the following situations: | 1. For weekly updates (status update to boss) 2. Project updates (updates to clients) 3. Memo of concern (to boss or client w/ ethical concerns) 4. Work-related (info abt unpleasant situation to yourself) |
| Memos create records of different situations, making them legally useful. | True. |
| Memoranda tips | 1. Be diplomatic (don't write anything in a memo you don't want to see as the top headline in New York Times.) be careful w/ phrasing bad news. 2. Get to the point (be concise, precise and well organized.) |
Created by:
FaithMcBaith
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