Transcript Lesson 5 Comm Skills March 2014

Planning Memos
Amoud University Communication Skills Class
Notes: Prepared by Edwin O. Okech
Memos
 Memorandums represent more than 50% of the total written
communications in business today.
 Memos are typically sent to people within the same
organization.
 A memo may be sent within a department, among
departments, and among company branches at different
geographical locations.
Amoud University Communication Skills Class
Notes: Prepared by Edwin O. Okech
Importance of Memos
 Memos are used to communicate important matters through
writing.
 This is the main reason why memos are very important
Amoud University Communication Skills Class
Notes: Prepared by Edwin O. Okech
Advantages of Memos
Memos are quick:- e.g. nowadays technology i.e. email
and fax help reduce time for writing memos via templates
2. Memos are inexpensive:- Compare to telephone calls,
memos are much cheaper
3. Memos are convenient:- i.e. the receiver can read the
memo later if it arrives while he is away.
4. Memos provide proof:- memos serve as written record
which can be referenced in future.
1.
Amoud University Communication Skills Class
Notes: Prepared by Edwin O. Okech
Purposes of Memos
1.
2.
3.
4.
5.
6.
To Request:- Memos are used to ask for information, action
or reaction.
To Inform:- memos can be used to communicate company
policies, instructions.
To Report:- Memos can be used to convey organized data e.g.
schedules, sales figures
To remind:- memos can be used to remind us about
deadlines, important meetings e.t.c
To Transmit:- It can also be used to explain to a reader about
an accompanying message
To Promote Goodwill:- Use memos to establish, improve
and maintain goodwill i.e. welcome!
Amoud University Communication Skills Class
Notes: Prepared by Edwin O. Okech
•
TONE
OF
THE
MEMO
The tone of a memo generally depends on the position of, and
the relations with the recipient.
• In general it is advisable to use a more formal tone when
addressing top management than when writing to a peer or a
subordinate, unless you know the addressee prefers informal
tone
• The subject also determines the tone of a memo
Amoud University Communication Skills Class
Notes: Prepared by Edwin O. Okech
ORGANIZATION OF THE MEMO
• The organization of a memo should be based on three main
elements:i. Statement of purpose:- which informs the reader what the
memo is about
ii. A message:- here, the writer outlines the key points of the
message
iii. A statement of future action:- the body of the memo
should usually end with a statement of future action to be
taken or with a request for further actions.
Amoud University Communication Skills Class
Notes: Prepared by Edwin O. Okech
SPECIAL TECHNIQUES FOR WRITING
EFFECTIVE MEMOS
1.
2.
3.
4.
5.
6.
Cover only one main topic in a single memo
Consistently use a simple familiar heading the includes
Memo To, From, date & subject
Compose a brief but appropriate subject line
Present the key idea in the first paragraph
In most instances, use personal, pleasant and somewhat
informal tone.
Strive to make memos clear, complete, concise, consistent,
correct and courteous.
Amoud University Communication Skills Class
Notes: Prepared by Edwin O. Okech
Types of Memos
• There are two main types of memos:-
Standard Memo Format
This type of memo uses plain paper and contains a heading with
the guide words memo To, From, Date and Subject.
2. Printed Memo Forms
These are memos which are pre-printed on company letter
heads, so the writer can just add relevant information and
forward the memo
1.
Amoud University Communication Skills Class
Notes: Prepared by Edwin O. Okech
Types of Printed Memo Forms
• There are three main types of pre-printed memos in use
today:
i. Standard Memos:- these are pre-printed A4 size for
inter office use.
ii. Message Memos:- these are used to record phone
messages and messages from visitors.
iii. Routing Slips:- Are used to systematically channel
messages to specified people.
Amoud University Communication Skills Class
Notes: Prepared by Edwin O. Okech
Memo Parts
A memo generally has two parts –
1. The heading
2. The body
Amoud University Communication Skills Class
Notes: Prepared by Edwin O. Okech
i. The Heading
• The heading of a memo contains the guide words Memo To,
From, Date and Subject.
a) The Memo To or To Line:- It contains the title and/or name
of the recipient or other details.
b) The From Line:- This includes the writer’s title, name and
other details
c) The Date Line:- rite the date in full e.g. December 2, 2012
d) The Subject Line:- The writer should state the subject of a
memo clearly and briefly.
Amoud University Communication Skills Class
Notes: Prepared by Edwin O. Okech
ii. The Body and Signature
 The Body
A memo, unlike a business letter, does not include salutation.
 The Signature
The writer should sign each memo with a blue or black pen at
the end of the memo.
Amoud University Communication Skills Class
Notes: Prepared by Edwin O. Okech