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MEMORANDUM

TO: All Secondary School Students

FROM: Young Post

DATE:  November 14, 2005

SUBJECT: How to Read a Business Memo

In the business world, professionals often communicate by memos. Here are some explanations and advice as to how to interpret and make sense of memos.

Questions you might have:

What is a memo/memorandum?

How is it different from a business letter?

In what situations would a memo be better than a letter?

Does a memo follow a specific structure?

The above are common questions that people ask. Let's find the answers.

Memos are almost always used within a professional environment like an office.

Memos usually don't have a formal style - but instead go straight to the point.

Memos are usually quite brief and direct.

Memos are normally used to covey non-sensitive information - information that isn't likely to produce an emotional reaction.

Memos do not have a greeting or a closing such as 'Dear Sir/Madam' and 'Sincerely'.

Memos follow a specific structure.

Look at the following sample memo to see if you can identify the style and structure of memos.

MEMORANDUM

TO: Staff

FROM: Parking Authority Office

DATE: August 27, 2002

SUBJECT: New parking permit stickers

Parking permit stickers for the new academic year can be purchased from 8.30-4.30 at the Parking Authority Office in ME100B.

Stickers cost $160 and can be purchased by cheque, cash or through four monthly payroll deductions. We cannot accept credit cards.

On September 4, Municipal Parking Authority Officers will begin ticketing all cars without the 2002-2003 parking permit stickers.

Things to notice:

The memo starts out by addressing its intended audience. Memos are usually sent out in bulk. Identifying the audience helps those who receive it mistakenly not to worry.

The sender is identified as well. This is helpful if the recipient of the memo should have any queries. Then they know who to deal with.

The sending date is specified. This is helpful in case the recipient of the memo has been on holiday or out of the office. They might then be able to identify if the contents of the memo are still relevant.

The use of headings and/or bullets makes the memo easy to read and helps the key points to stand out.

The length. It is short and to the point.

There is no greeting or complementary closing with a memo.

The business-like tone.

Tips to remember when writing or reading memos:

Identify any attachments included with the memo.

Be coherent - limit each paragraph to only one idea. Keep your sentences flowing smoothly, and keep them short.

Use the first person point of view (I or we); use short, simple words; be as informal as the situation allows; use concrete, specific words.

Identify your audience - identify the person or persons to whom you are writing. Think about what they know, who they are, what they want to see or hear, and their situation.  Never  write without first identifying your audience!

Exercise 1

1. In the sample memo above dated  August 27, 2002, who is the intended audience?

2. Who is the sender?

3. Is all the relevant information supplied?

4. Would you consider this a quality memo?

Exercise 2

1. What does it mean to be concise?

2. Write two versions of the same sentence. One should be concise and one shouldn't.

3. Why is a memo not a good means of communication to convey sensitive or personal information?

4. Write a sample memo of your own.

Answers

Exercise 1: 1. Staff; 2. Parking Authority Office; 3. Yes

Exercise 2: 1. To be concise means that you are brief and direct with your words.

2. He was late. / As is often the case, he was not on time for his appointment.

3. Because it is concise and sent to many people. It is not addressed to anyone but intended for a large audience.



Reading and writing memos