A memo is:
a hard-copy (sent on paper) document used for communicating inside an organisation. Usually short, a memo contains To, From, Date, Subject headings and Message sections, and does not need to be signed, but sometimes has the sender's name at the bottom to be more friendly, or the sender's full name to be more formal.
How to write a memo.
Memos should have the following sections and content:
1. A 'To' section containing the name of the receiver. For informal memos, the receiver's given name; e.g. 'To: Andy' is enough. For more formal memos, use the receiver's full name. If the receiver is in another department, use the full name and the department name. It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal.
2. A 'From' section containing the name of the sender. For informal memos, the sender's other name; e.g. 'From: Bill' is enough. For more formal memos, use the sender's full name. If the receiver is in another department, use the full name and the department name. It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal.
3. A 'Date' section. To avoid confusion between the British and American date systems, write the month as a word or an abbreviation; e.g. 'January' or 'Jan'.
4. A Subject heading.
5. The message. Unless the memo is a brief note, a well-organised memo message should contain the following sections:
a. Situation - an Introduction or the purpose of the memo.
b. Problem (optional) - for example: "Since the move to the new office in Kowloon Bay,
staff have difficulty in finding a nearby place to buy lunch."
c. Solution (optional) - for example: "Providing a microwave oven in the pantry would
enable staff to bring in their own lunchboxes and reheat their food."
d. Action - this may be the same as the solution, or be the part of the solution that the
receiver needs to carry out; e.g. "we would appreciate it if you could authorise up to
$3,000".
e. Politeness - to avoid the receiver refusing to take the action you want, it is important to
end with a polite expression; e.g. "Once again, thank you for your support.", or more
informally "Thanks".
f. Signature (optional).
Sample Memos:
MEMO 01
To: Katherine Chu, Regional Manager
From: Stephen Yu, Sales
Date: 12 October 2007
Subject: Notification of My Resignation
I am writing to inform you of my intention to resign from G & S Holdings.
I have appreciated very much my four years working for the company. The training has been excellent and I have gained valuable experience working within an efficient and professional team environment. In particular, I have appreciated your personal guidance during these first years of my career.
I feel now that it is time to further develop my knowledge and skills base in a different environment.
I would like to leave, if possible, in a month's time on Saturday, 10 November. This will allow me to complete my current workload. I hope that this suggested arrangement is acceptable to the company.
Once again, thank you for your support.
MEMO 02
To: Health & Safety Committee
From:Joe Chan, Chairperson, H&S Ctte
Date: 12 Oct '07
Subject: Room change for next meeting
The meeting on Saturday, 10 November has been changed to Room 101.
MEMO 03
CONTACT COMPUTER GRAPHICS MEMORANDUM
To: S M Chan, General Manager
From: SamanthaNg, Office Manager
Date:12 October 2007
Subject: Purchase of a Microwave Oven
1. Introduction
At the monthly staff meeting on Tuesday, 9 October 2007, you requested information about the possible purchase of a microwave oven. I would now like to present these details.
2. Background
Since the move to the new office in Kowloon Bay, staff have difficulty in finding a nearby place to buy lunch.
3. Advantages
Providing a microwave oven in the pantry would enable staff to bring in their own lunchboxes and reheat their food. Also, staff members are less likely to return to work late after lunch.
4. Staff Opinion
A survey found that staff would like to use the microwave oven.
5. Cost
Details of suitable models are given below:
(Show table)
6. Request
If this meets with your approval, we would appreciate it if you could authorise up to $3,000 for the purchase of the microwave oven.
Samantha Ng
