Planning Routine Memos
Quiz yourself by thinking what should be in
each of the black spaces below before clicking
on it to display the answer.
Help!
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| 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
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| Is it important to keep a file record of a memo transmitting a contract? | Yes
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| Difference between memos and letters | 1)reader or audience 2)format 3)tone and language
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| Reader or audience of memos | memos are specifically intended for people within the same organization
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| Reader of audience of letters | letters are written to people outside the organization
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| Format of memos | memos format are simpler, more direct, more personal
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| Tone and language of memos | friendly, informal, and businesslike
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| 3 parts of memorandums | 1)letter head(optional) 2)heading 3)message
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| Letterhead of memos | Letterhaead consist of only the company name and logo - no address, phone number, etc.
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| Heading of memos | heading usually begins with a title such as MEMORANDUM or INTEROFFICE MEMORANDUM
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| guide words of memos | TO: FROM: DATE: SUBJECT:
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| the TO: line | identifies the receiver/s of the memo
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| FROM: line | identifies the writer. Do not include a courtesy title before the writer's name
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| 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
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| SUBJECT: line | briefly identifies the topic
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| What format are memos in? | block format: a) single space paragraphs b)double-spaced after each paragraph, including the last paragraph
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| What can influence the memo's tone and language? | your relationship to the reader
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| Two plans for organizing memos | 1) direct plan 2) indirect plan
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| Direct plan | Direct opening/details/ending (ending restates the request in the opening paragraph, summarize, provide a conclusion, or ask a question
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| 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
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| 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
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