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Memorandum / Memoranda. Memoranda Definition : A memorandum is a written communication Inter-office written communication –One individual - another individual.

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Presentation on theme: "Memorandum / Memoranda. Memoranda Definition : A memorandum is a written communication Inter-office written communication –One individual - another individual."— Presentation transcript:

1 Memorandum / Memoranda

2 Memoranda Definition : A memorandum is a written communication Inter-office written communication –One individual - another individual –One department - another department –One individual - a large body of staff at different levels

3 Memoranda Memoranda serve a variety of purposes: – to inform of decisions, actions, etc –to request decisions, action, etc –to remind of action which is required –to provide information of any kind.

4 Memorandum To : ……………………………………………… From : ………………………………………….. Subject : …………………………………………… Date : ………………………………………. Ms Ong Sue Lyn, Director Ms Sharmini Muniandy, Clerk 12 / 4 / 07 HR Monthly Meeting Canceled Name of Recipient (s), Designation Name of Sender, Designation Date What is the Memo About? Purpose Line Action Line I would like to inform you that the HR monthly meeting is canceled. Please take note. Sender’s Initial sm Carbon Copy Radzuan Razali To : ……………………………………………… From : …………………………………………..

5 Memorandum To : ………………………………………… From : …………………………………….. Subject : ………………………………….. Date: ………………………………………. C.C. : ………………………………………. B.C.C. : ……………………………………. C. C. – carbon copy B.C.C – blind carbon copy

6 Memorandum To : Leong, C.K. HOD, Finance From :Maria Rashid, HOD, Human Resource Subject : Amendments to Annual Budget Date : 5 October 2005 C.C. :Tan B.J., Chief Accountant B.C.C. : Leonard Rajan, Managing Director Hence, who knows what?

7 Memorandum To : ……………………………………………… From : ………………………………………….. Subject : …………………………………………… Date : ………………………………………. Human Resource Unit Ms Sharmini Muniandy, Clerk 12 / 4 / 07 Reminder to Switch off Air-Con Name of Group of People Name of Sender, Designation Date What is the Memo About? Introduction Hence, everyone is advised, to switch off all air-conditioning systems, room lights and other electrical appliances when they leave the office for lunch in the afternoon and home in the evening. Anyone caught not switching off these appliances will be heavily penalised. The Body – Explaining the Main Point For your information, the electric bill for our unit is more than RM2000 a month. In view of this large amount of expenses, the director wants everyone to save on electricity to minimise the electric bills. Conclusion Please take note. Sender’s Initial SM

8 Constructing the SUBJECT line 1. Make sure the subject line is short and informative by using signal words. Request for... Agenda for... Highlights for... Procedures for... Suggestions for... Information about If there are more than one project, put the name of the project first, then followed by the signal words.

9 Constructing the SUBJECT line 3. Try to avoid using the word “urgent” unless your message is truly urgent.

10 Use the sentences below to come up with the SUBJECT line of a memo. 1.The photocopier machine is out of order. 2.Someone left a bunch of key at the pantry. 3.There will be an annual dinner for all staff of DBKL. 4.There will be a visit by Temasek Holding staff to DBKL. 5.The HR unit is inviting staff to attend a talk on ‘Body Language’. 6.All Muslim staff are allowed to leave an hour early for Ramadhan. 7.There will be a badminton friendly match between DBKL staff and MMU staff. 8.All staff who are going for the trip to Bali will have to pay a minimal sum of money. 9.There will be no work from lunch time until 6 p.m. today because of the earthquake in Aceh. 10.Anyone who is interested in sending their children to the nursery are encouraged to find out from the Staff Welfare Department.

11 To inform: This is to inform you that This is to inform everyone that Please be informed that To remind: This is a gentle reminder for I would like to remind you that This is a gentle reminder that Purpose Line To inform: This is to inform you that This is to inform everyone that Please be informed that To remind: This is a gentle reminder for I would like to remind you that This is a gentle reminder that To apologise: I would like to apologise to you for I would like to apologise to everyone for My apology for To request: I would like to request for Would you mind if I Would you mind If you could, please

12 With reference to your letter of 8 June, I... I am writing to enquire about... After having seen your advertisement in..., I would like... After having received your address from..., I... I received your address from... and would like... We/I recently wrote to you about... Thank you for your letter of 8 May... Thank you for your letter regarding... Thank you for your letter/ about... In reply to your letter of 8 May, Good Opening Lines

13 10 Good Closing Lines If you require any further information, feel free to contact me. I look forward to your reply. I look forward to hearing from you. I look forward to seeing you. Please advise as necessary. We look forward to a successful working relationship in the future. Should you need any further information, please do not hesitate to contact me. Once again, I apologise for any inconvenience. We hope that we may continue to rely on your valued custom. I would appreciate your immediate attention to this matter.

14 Use the sentences below to come up with the concluding statements of a memo. 1.The photocopier machine is out of order. 2.Someone left a bunch of key at the pantry. 3.There will be an annual dinner for all staff of DBKL. 4.There will be a visit by Temasek Holding staff to DBKL. 5.The HR unit is inviting staff to attend a talk on ‘Body Language’. 6.All Muslim staff are allowed to leave an hour early for Ramadhan. 7.There will be a badminton friendly match between DBKL staff and MMU staff. 8.All staff who are going for the trip to Bali will have to pay a minimal sum of money. 9.There will be no work from lunch time today because of the earthquake in Aceh. 10.Anyone who is interested in sending their children to the nursery are encouraged to find out from the Staff Welfare Department.

15 Formality in Memos To: Katherine Chu, Regional Manager From: Stephen Yu, Sales Date : 24 February 2009 Subject: 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, 28 March. 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. KC

16 Formality in Memos To: David N.K., Assistant Manager From: Sally, T.Q., Director Date: Tuesday, 24 February 2009 Re: Banning smoking David, I'd like you to look into the health and safety issues relating to smoking in the company's office, specifically: 1.What are the current regulations regarding smoking in the workplace? 2.What are other companies like ours doing re. smoking? 3.a.Can we introduce a ban on smoking in this company? b. If we can, what procedure do we need to follow? Could you please get back to me before the Senior Management meeting next week on Tuesday, 3 March Thanks

17 "I hope that you will contact me..." "I know that this is a bit of a last minute request, but..." Setting the Tone "You can reach me at ; I look forward to hearing from you." “I apologise if this sudden request puts you in a difficult position, but I truly appreciate the business deals that we have had and I trust the kind of services you have provided."

18 Be Courteous and Sincere Not: You didn't read the instructions carefully, thus your system has shut down. But: The system may automatically shut down if any installation errors occur. Setting the Tone

19 Stress the Benefits For the Reader Not: I am processing your order tomorrow. But: Your order will be available in two weeks. Stressing reader benefits will help you to avoid sounding self-centred and uninterested. Setting the Tone

20 Use Non-discriminatory Language See slide on letter writing Setting the Tone

21 Use Appropriate Emphasis and Subordination Setting the Tone Emphasis: Smoking will no longer be permitted in the building. The committee on employee health and safety reached this decision after considering evidence from researchers and physicians on the dangers of second-hand smoke. Subordination: The committee on employee health and safety has finished considering evidence, and they have reached the decision that smoking will no longer be permitted in the building.

22 Ideas placed in the first paragraph of a document or message receive the most emphasis, followed by information placed in the last paragraph. You can subordinate an idea by placing it in middle paragraphs of your message because these paragraphs receive the least emphasis. Setting the Tone


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