The primary motive of writing a memo is to aid selection-making by way of documenting a reference for destiny use. It also facilitates in conveying facts, presenting an informal document, and presenting a strategy to a trouble.
A enterprise memo is appropriate to use when making organization bulletins inclusive of worker appointments, promotions and adjustments in organisation regulations.
Format of a Memo
A memo usually includes the subsequent elements −
- Organization name − inside the letterhead.
- Memo Title − on the pinnacle of the page.
- Attachments − documents attached to the memo for reference.
- Summary − positioned at the beginning of the memo, need to condense the challenge to 5 or ten lines. It need to no longer include jargon or distinctly technical language.
- To − Reader’s complete call (consist of honorary titles, but hold common titles like ‘Mr.’, ‘Ms.’ out. The ‘To’ line negates salutation usages like ‘Dear’.
- If the wide variety of readers exceed five, mention them on the give up of the memo below ‘Distribution List’ and seek advice from it on the ‘To’ line. For instance - To: Refer Distribution List on page 14.
- From − The name and designation of the sender is referred to right here. It negates complimentary closes like ‘With Regards’.
- Date − Mentioning the date allows in tracking the memo.
- Subject − Mention the topic in some words (5-6) however it have to without a doubt country the cause.
- Message − This segment contains Introduction, Discussion (incorporates 2-3 center paragraphs mentioning the information), and a Conclusion.
- Introduction − States the memo’s purpose and scope. In the case of excellent news, bad news, refusal, rejection or approval, a brief message is stated right here before offering the information within the Discussion Section.
- Discussion − Details of the hassle, the technique to fixing it, analysis, evaluation, and suggestions are referred to here.
- Conclusion − Rounds up the principle factors and provides vital movement and directions for the readers.
- Distribution list − Names at the distribution list are normally typed in alphabetical order. However, if one of the people genuinely outranks the others, vicinity that name first.
- Writer’s initials − A memo is completed by using the author’s initials, now not his/her signature, without delay after the remaining sentence.
Memo Title: <Meeting with Hasta La Vista for Interior Decor>
Attachments: <Company Brochure and Quotation List>
Summary − Meeting representatives of Hasta La Vista for the motive of indoors ornament of our office premises.
To: <Mohtahsim M., Kiran K. Panigrahi, Gopal K Verma, Manisha Shejwal, Anaadi>
From: <Vineet Nanda>
Subject: Meeting with Hasta La Vista nowadays at 6:00PM in Meeting Room- 1
As in step with our in advance discussion dated 12/01/2015, we were making plans to renovate the indoors of our workplace. The choice taken at the end of that meeting changed into to touch an interior décor company.
Hasta La Vista is a Hyderabad-based interior décor organisation and it is one of the quickest developing companies inside the enterprise.
We are making plans to rent their offerings for the cause of interior ornament of our office premises. We will be meeting their representatives today at 6:00PM in Meeting Room-1.
Looking forward to your active participation. Thank you.