Types Of Memo

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SUMMARY of CHANGE AR 735–5 Property Accountability Policies This expedite revision, dated 9 November 2016-o Updates approving authority policy for assessing a final loss of $100,000. Two Types of Memos 1. Informative for response or knowledge acquisition o This type of memo gives needed information to an individual/individuals. For example, an instructor may require students to write memos of project on class work, an employer may request an employee to create a memo to inform the employer of research and data, etc. Types of memos There are a few main types of memos you can write depending on your needs and the content of your message. Below are some of the most common types of memos. Report memo: Typically sent to give an update or progress report.

A memo is a letter from one person to another or others within an organization. It can be sent on a document or by electronic mail. It often reports briefly on an action, raises a question, or asks agreement to follow a course of action.

The business memorandum, or memo, is used mainly as a formal, substantial means of competent communication from a section to the workforce; it is approximately constantly for internal communication and only hardly ever sent to clients or the public.

The key features of a successful memo are as follows:

  • A memo should always start by representing the reason for the communication.
  • Focus one key topic or subject.
  • Explain total subject in short, simple, direct sentences.
  • Use language that is clear and unambiguous with a polite tone.
  • Write in point form – include bullets or numbers if you wish to make simply reachable.
  • Conclude with instruction on what action should be taken in reaction to the memo.

Common Features of the memo

Office memo is a written method of internal communication. It is used to exchange information within the organization related to an organization’s day-to-day activities. As an independent method of internal communication, it possesses the following features:

  • Nature

A memo is mainly written as a method of internal communication. It is used to exchange information related to internal activities of the organization between the superiors and subordinates.

  • Nature of the parties involved

A memo is generally exchanged among the various internal parties of the organization. No external party can be part of the memo.

  • Definite structure

A memo is prepared by following a definite structure. A title, names of the sender and receiver, date, subject, body and sender’s signature are the various parts of the memo.

  • Professional and Formal Tone

Since the memo is a method of internal communication, it is less formal. However, in preparing upward moving memo a minimum degree of formality should be followed as it goes from subordinates to the superiors.

Memos are often announcements, and the person sending the memo speaks for a part or all of the organization. While it may include a request for criticism, the message itself is linear, from the association to the employees. The memo might have lawful standing as it often reflects policies or procedures, and might indicate an existing or new strategy in the worker guidebook, for example.

  • Conciseness

A memo is generally written concisely. Whatever the subject matter of a Memo is, it writes directly and briefly.

  • Mentioning a specific issue

An individual memo should contain only a single issue. If an individual memo contains more than one issue, they should be mentioned in a separate paragraph.

  • Expression of courtesy

Though the memo expresses the message directly and concisely, it maintains courtesy and modesty in expressing the message.

  • Nature of message exchanged

The information exchanged through memo is related to the internal activities of the organization. It does not carry any personal information.

  • Preserving information

Since the memo is a written document, it can be preserved for future use if necessary.

  • Audience Orientation

Always judge the audience and their needs when preparing a memo. An acronym or abbreviation that is known to administration might not be known by all the employees of the organization, and if the memo is to be posted and circulated within the organization, the objective is plain and summarizing communication at all levels with no uncertainty.

  • Subject Emphasis

The subject is usually confirmed in the subject line and should be clear and summarizing. If the memo is announcing the execution of a holiday, for example, the particular holiday should be named in the subject line—for example, use “Thanksgiving weekend agenda” rather than “holiday observance”.

Basic Principles –

Types
  • Required and adequate information,
  • Do not think that everybody knows the whole thing related to the subject discussed in the Memo
  • Be understandable, tangible and precise.
  • Explain with easiness and Co-operation
  • No emotional or disturbing appeal.
Download a free Memo Template for Microsoft Word® and Google Docs

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Email is easy, but you may still need to write an official memo now and then. If you're a bit rusty about what format to use for a memo letter, go ahead and download our free Memorandum Template. Not to be confused with a private placement memorandum or credit memo, a memo letter is a type of business letter used mostly for internal communication within a company, organization, or school.

Types Of Memorial

Types Of Memo

A memorandum may be used to make a request, announce an upcoming meeting, or communicate some important facts. Download the memo template below, or continue reading for some tips about how to write a memo and to see the sample memo format.

Memo Templates

The Vertex42 memo templates below can be downloaded for free and customized for use within your organization. Please note that the files should not be placed on any public server accessible via the internet.

Author: Jon Wittwer and Brent Weight
License: Limited Use (Applies to all the sample memo letters on this page).
Required: Microsoft Word® 2007+

Download

⤓ Word (.docx)⤓ Google Docs

Description

What Are The Types Of Memo

Use this free memorandum template when the context of the memo or the types of recipients would require it to be more formal. Note that a formal memo would list all the recipients. A serif font like Times New Roman generally makes a letter seem more formal as well.

Download

⤓ Word (.docx)⤓ Google Docs

Description

The sample memo letter is for more casual occasions such as within volunteer organizations. You may not need to list all of the recipients in a casual memo. You might also be more creative with fonts and images (but don't get too carried away with that).

Sample Memo Letter

This sample memo format includes some tips about how to write your memo. These tips are also included in the memorandum template.
Memorandum

To: [Audience]
From: [Person and/or Department issuing the memo]
Date: [Date Sent]
Subject: [Subject of the Memo]

[Opening – Get to the point in the opening paragraph. Keep things simple and short. Make it easy and fast to read.]

[Summary – Provide enough background so all readers understand the history, but again, keep it simple.]

[Conclusion – End with a call to action.]

CC: [Send copies to anyone affected by the memo.]
Attachments: [List any attachments to the memo. Only list items referred to in the body of the memo.]

Using the Memorandum Template

Changing the Theme

We created the memorandum template and sample memo letter as .DOCX files for Word 2007+ so that you can easily modify the theme and styles. To change the theme, you can go to Page Layout > Themes to pick a different set of fonts for the entire document. For more information about themes and styles, you can look up those topics via the help system (F1).

Emailing a Memo

Email is easy and is great for informal communication - reminders about lunch parties or missing cell phones. For more formal or official communication, use a memo format.

A memo letter can still be sent by email. Copy your memo into the body of your email and include the official memo as an attachment.

Tips for Writing a Memo

Say what you need to say in the most concise and clear way possible. That isn't always easy, but everybody will appreciate not having to read a long memo.

For tips about how to write the body of the memo, see the guidelines included in the sample memo letter above.

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Other tips:

  • Make sure you send copies of the memo to anyone affected by it
  • Consider email for informal messages or announcements
  • If the situation is very formal, or the recipient is several pay grades above you, it may be more appropriate to use a formal business letter.

Memo Resources and Writing Aids

Memo
  • Additional Writing Tips (.pdf) at www.fsb.muohio.edu - More guidelines to help you format a memo.
  • Example Memo at owl.english.purdue.edu - This site lists a business memo sample with some more writing tips.

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Other Free Memo Templates

The Microsoft Office® template gallery has a few memos to choose from. They don't give guidance on how to write the memo, but seeing the different formats may be useful.

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You can also find memo templates by opening up Word and going to File > New and searching for 'memo' in the search field. There are few different designs available that way.

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