MEMORANDUMS

About Memo The term “MEMORANDUM" “MEMO" A memo is generally is not as formal as a written letter. However, it is certainly not as informal as a personal letter.

Why are memorandums needed? Request information Request and confirm appointments Reply to someone else’s request Transmit materials Acknowledge receipt of materials Report information on sales, progress, schedules, assignments, and so on Clarify a procedure, solve a problem, make a suggestion, and so on.

Memorandums parts Letterhead Heading Message

*) You can choice the ones of them. The Letterhead Spectrum PAINTS & SUPPLIES Inc. MEMORANDUM*) M E M O*) *) You can choice the ones of them.

The Heading From : (person or group sending the memo) To : (person or group to whom the memo is addressed) D a t e : (the day when the memo is made) SUBJECT/RE: (the subject of the memo, this should be in bold)

The Message The tone of a memo is generally friendly as it is a communication between colleagues. Keep the memo concise and to the point. If necessary, introduce the reason for the memo with a short paragraph. Use bullet points to explain the most important steps in a process. Use a short thank you to finish the memo. This need not be as formal as in a written letter.

ORGANIZING OF MEMOS

1. The direct plan for routine memos - Begin: Theresa, will you please schedule… - Provide details: …Tom called this morning … he wants to see… - Close : Please be sure to…..

2. The indirect plan for persuasive memos - use an attention-getting opening - make factual statements - present your request - specify the action

3. The indirect plan for bad-news memos use a neutral opening statement state the reasons for the bad news (but not the bad news itself) positively, tactfully and cousteously State the bad news suggest alternatives, if any close with a goodwill statement.

SPECIAL MEMOS

Definition Special memos are not routine, ordinary, or common. Example: informational memorandums, analytical memorandums, recommendation memorandums, and report (or progress report) memorandums.

Compared with routine memos The special memos: Tend to be longer Deal with more complex and more important issues Deserve a higher degree of formality Receive more executive attention Are subject to greater scrutiny and criticism because of their importance.

1. Informational memorandums Presents fact or data on a single topic. This special-purpose memorandum differs from the routine memorandum only in complexity and length. Informational memorandums use a direct approach: begin by topics, then organize the ideas logically, and provide the necessary details under each idea.

2. Analytical Memorandums Defines the problem for the readers, indicates the means by which the writer gathered and analyzed the data, shows the reader how the writer arrived at conclusions, and presents recommendations based on the conclusions drawn.

The organizational of AM describe the problem analyzed or the task assigned Explain the procedures used for gathering the data State your conclusion and give full supporting details. Include relevant issues if any.

3. Recommendation Memorandums Are used to suggest new ideas designed to streamline procedures, institute new product, lower operating costs, increase efficiency, or improve the company operations in some other way. First step: summarize the recommendation in the opening paragraph.

Organize the RM Explain in detail the circumstances that prompted your recommendation. Outline specifically all aspects of your recommendation. Be sure to include suggestion for implementing your ideas and any costs that may be incurred. Show how the company will benefit from adopting your recommendation Offer to answer any questions or supply additional information, if necessary.

4. Progress Report Memorandums Provide an update on projects presently under way. To furnish management with information regarding the status of a long-term activity. To cover the developments and advancements made on a particular project for a specified period.

An outline for PRM Identify the project by name, and briefly describe its objectives. Summarize the progress reported in previous memorandums Provide a detailed presentations of activities, accomplishments, and setback for the specific period covered by the program report memorandum. Use presentations by topic method or chronological presentations method. Project future progress in terms of a completion timeline.

How to write a memo ?

1. Begin by stating the purpose of your memo The examples of ways to begin a memo: I am writing to inform you of ...... In response to your request, I am writing to provide you with recommendations on..... The purpose of this memo is to..... This memo provides information about......

2. Include a general description of the issue your memo addresses. The first paragraph of a memo is like an introduction to a research paper. Do not include your major arguments, but describe the issue generally so that the reader understands the importance of your message.

3. Explain briefly what research or work you have done to arrive at your recommendations or analysis of the issue. it is often a good idea to explain in one or two introductory sentences what work you have done to arrive at the information you are presenting.

Example to explain the analysis or the recommendations is made by you “These recommendations are based on my conversations with employees, my observations of the work environment, and my analysis of the data provided by the Human Resources Department.”

4. Use headings to make your major points. Put headings in bold or italics so that they are set apart from the supporting information that follows them. Do not let the heading stand alone without any supporting information. Make headings concise. Use a consistent format to write headings within a memo. Each heading should begin with the same part of speech (i.e. noun, verb). Use variety for each heading. Do not begin all headings with the same word. Connect the supporting information directly to the heading. Remove all irrelevant information.

5. Write recommendations in the imperative (command) voice. Write your recommendations with great authority. Example: Weak: I think it might be a good idea to hold more regular meetings between the management and employees. Strong: Hold regular meetings between the management and employees.

6. Follow each recommendation with an explanation of why it is important. Explain the importance of each recommendation. Example (continue from no.5): It is important for employees to feel that they have a forum in which to express their concerns to the management. Many employees currently feel that the managers are unaware and uninterested in their opinions and that this lack of communication has been resulting in less effective business practice.

7. Use an objective writing style Subjective: I have looked at the three options of the training programs, and I feel that the employees would like the first one the most. Objective: A careful examination of the three training programs shows that the first would be the most beneficial and effective for employees. Note: avoid writing “I believe”, “I think”, or “I feel”

8. End with a salutation. End the memos in a somewhat formulaic way in which you thank the person for taking the time to read the memo, and indicate a willingness to discuss the information in greater detail. When possible, use positive language that emphasizes a look towards future action.

VISUAL TECHNIQUES FOR SPECIAL MEMOS

DISPLAY LISTS Lists help to display information, ideas or statistics. There are often usually: Numbered or bulleted Treated as individual line or paragraph Indented from the left margin (sometimes from the right margin too) Separated by extra line space

TABLE, CHARTS, AND GRAPHS They are tools of simplification, make it easy the writer to present statistical data and they make it easy for the reader to grasp the general picture and find specific statistics. When the table is much longer, separate it form the res of the memo. Prepare on a page by itself (or on several pages) and then provede a cross-reference in your memo, such as: “see the table on page ….”. Be sure that you write clear, complete, and accurate : titles, headings, and source notes.

TITLES Write concise titles, using clipped phrases that “tell the story”. Be sure to identify what you are providing, for which company or division or product or region, for which time period, and so on. Example: ESTIMATED FIVE YEARS SALES REVENUE COMSUMER PRODUCTS DIVISION 2004-2009

SALES REVENUE, CONSUMER PRODUCTS DIVISION If the memo has several tables or chart: Table 1 SALES REVENUE, CONSUMER PRODUCTS DIVISION 2008 AND 2009 COMPARED Or: Table 1. SALES REVENUE, CONSUMER PRODUCTS DIVISION, 2008 AND 2009 COMPARED

HEADINGS Column heading must be accurate, complete and clear. District 2008 Sales (Rp) 2009 Sales (Rp) Increase/ Decrease (%) Central 100.000.000 110.000.000 10

SOURCE NOTE Source notes will help readers find the information (if they should want to) and will add credibility to your memo. Example: Source: 2008 Indonesian central statistical report.

That’s all about Memo Thank You