TIPS ON
How to Write a Memo
A VERY DIRECT FORM OF BUSINESS COMMUNICATION
06/10/18
But ... did you get the memo?
Office Space: 1999
01
Reasons for Memos
Why write a memo?
Memo Characteristics
1.1
USUALLY
Memos are usually:
* F O R M A L * U S E D T O A D D R E S S A G R O U P * I N T E R N A L * O N E P A G E
Memo Uses
1.2
USUALLY
USES:
* C O M P A N Y P O L I C Y
* A N N O U N C E M E N T S
* R E M I N D E R S
* A C T I O N R E Q U E S T S
* I N S T R U C T I O N S
Memo Method
1.3
USUALLY
Direct Organizational Method
02
01
PRESENTS PURPOSE IN FIRST PARAGRAPH
GETS STRAIGHT TO THE POINT
THE AUDIENCE FOR THIS METHOD OF BUSINESS COMMUNICATION IS USUALLY RECEPTIVE OR NEUTRAL.
04
03
ANNOUNCES THE PURPOSE VERY CLEARLY
NOT USUALLY USED FOR NEGATIVE NEWS
02
Parts of Memos
Breaking It Down
Title
2.1
USUALLY
USUALLY
The word "MEMO" or "Memorandum" is written as a title aligned to the left or centre of a memo.
Heading
2.2
USUALLY
Four Parts of a Memo Heading
Date:
Subject: or Re:
From:
To:
A phrase that focuses the reader's attention on the subject of the memo.
Date the memo is sent.
Name and position of the writer.
Name and position of the reader.
USUALLY
The words in the heading are aligned to the left, with all words after the colon also aligned.
Body
2.3
USUALLY
Two Parts of the Memo Body
Purpose Statement
The first sentence should state the whole message of the memo in one sentence. Do not begin a memo with background information and work gradually to the main point. Instead the main point should come first.
Explanation
The background and explanation of the message in fuller detail should follow the purpose statement. These sentences should develop the purpose statement further.
Last Sentence
2.4
USUALLY
USUALLY
The last sentence of a memo is a call to action, encouraging the recipient to DO something.
Not Included
2.5
USUALLY
NOT in a Memo
Salutation
Signature
Introduction
Dear Ms. Smith, Hello! How are you?
Typed or signed
Example: Annual reports have been around for years...
DITCH THIS STUFF!
NOT in a Memo
Conclusion
Summary
Closing
Example: In conclusion, this is a big decision for our company.
Kind Regards, Sincerely,
In summary, the report stated XYZ.
DITCH THIS STUFF!
03
Tips for Memos
Reminders
Great Memo Ideas
Kopywriting Kourse: Neville Medhora
Put It Into Practice:
Write a short memo:
Send out a memo to your company explaining a some new ways to greet your coworkers that do not include physical touch, like a handshake. Make it creative and fun. Post to our Padlet.
Don't Forget:
Audience, Context, Tone, Style
Keep in mind for every business communication.
Audience
Who will read this?
Context
What issues surround this piece of communication?
Tone
Formal or informal?
Style
Instructional?Informational? Persuasive? Transactional?
Make sure you've clarified these and your specific message before you begin.
HOW TO USE VISUAL INTEGRATION
STEP THREE
STEP TWO
STEP ONE
EXAMPLE
03
02
01
00
SOURCE: PSU.EDU
HOW TO USE VISUAL INTEGRATION
EXAMPLE
STEP SIX
STEP FIVE
STEP FOUR
07
06
05
04
BUILD A TABLE OR A GRAPH
TEST YOUR LEARNING!
Kahoot!
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Transcript
TIPS ON
How to Write a Memo
A VERY DIRECT FORM OF BUSINESS COMMUNICATION
06/10/18
But ... did you get the memo?
Office Space: 1999
01
Reasons for Memos
Why write a memo?
Memo Characteristics
1.1
USUALLY
Memos are usually:
* F O R M A L * U S E D T O A D D R E S S A G R O U P * I N T E R N A L * O N E P A G E
Memo Uses
1.2
USUALLY
USES:
* C O M P A N Y P O L I C Y * A N N O U N C E M E N T S * R E M I N D E R S * A C T I O N R E Q U E S T S * I N S T R U C T I O N S
Memo Method
1.3
USUALLY
Direct Organizational Method
02
01
PRESENTS PURPOSE IN FIRST PARAGRAPH
GETS STRAIGHT TO THE POINT
THE AUDIENCE FOR THIS METHOD OF BUSINESS COMMUNICATION IS USUALLY RECEPTIVE OR NEUTRAL.
04
03
ANNOUNCES THE PURPOSE VERY CLEARLY
NOT USUALLY USED FOR NEGATIVE NEWS
02
Parts of Memos
Breaking It Down
Title
2.1
USUALLY
USUALLY
The word "MEMO" or "Memorandum" is written as a title aligned to the left or centre of a memo.
Heading
2.2
USUALLY
Four Parts of a Memo Heading
Date:
Subject: or Re:
From:
To:
A phrase that focuses the reader's attention on the subject of the memo.
Date the memo is sent.
Name and position of the writer.
Name and position of the reader.
USUALLY
The words in the heading are aligned to the left, with all words after the colon also aligned.
Body
2.3
USUALLY
Two Parts of the Memo Body
Purpose Statement
The first sentence should state the whole message of the memo in one sentence. Do not begin a memo with background information and work gradually to the main point. Instead the main point should come first.
Explanation
The background and explanation of the message in fuller detail should follow the purpose statement. These sentences should develop the purpose statement further.
Last Sentence
2.4
USUALLY
USUALLY
The last sentence of a memo is a call to action, encouraging the recipient to DO something.
Not Included
2.5
USUALLY
NOT in a Memo
Salutation
Signature
Introduction
Dear Ms. Smith, Hello! How are you?
Typed or signed
Example: Annual reports have been around for years...
DITCH THIS STUFF!
NOT in a Memo
Conclusion
Summary
Closing
Example: In conclusion, this is a big decision for our company.
Kind Regards, Sincerely,
In summary, the report stated XYZ.
DITCH THIS STUFF!
03
Tips for Memos
Reminders
Great Memo Ideas
Kopywriting Kourse: Neville Medhora
Put It Into Practice:
Write a short memo:
Send out a memo to your company explaining a some new ways to greet your coworkers that do not include physical touch, like a handshake. Make it creative and fun. Post to our Padlet.
Don't Forget:
Audience, Context, Tone, Style
Keep in mind for every business communication.
Audience
Who will read this?
Context
What issues surround this piece of communication?
Tone
Formal or informal?
Style
Instructional?Informational? Persuasive? Transactional?
Make sure you've clarified these and your specific message before you begin.
HOW TO USE VISUAL INTEGRATION
STEP THREE
STEP TWO
STEP ONE
EXAMPLE
03
02
01
00
SOURCE: PSU.EDU
HOW TO USE VISUAL INTEGRATION
EXAMPLE
STEP SIX
STEP FIVE
STEP FOUR
07
06
05
04
BUILD A TABLE OR A GRAPH
TEST YOUR LEARNING!
Kahoot!