Business Memos Business Memos

Business Memos Business Memos The two widely recognized categories of communication in

the business world are external communication and

internal communications.

Internal communication is essential for the internal functioning of any organization.

Typically internal communication include Business Memos.

Business memos solve problems and

act as means of decision making

Business MemosBusiness Memos Whether a person is a managing

director in a multinational company, a sales manager in a small firm , or a junior executive in a government department, all have to write memos.

Purpose of Business MemosPurpose of Business MemosAs business memos solve problems and act as a means of decision making, they serve many purposes. They may:

Describe problemsRequest for information or additional resourcesContain proposals or requests for proposalsExplain policy statements Contain office instructions or guidelinesPersuade the reader to take an action Invite the reader to business meetings / conferencesGive feedback, suggestions, or recommendationsSeek explanationsBe just polite reminders

Characteristics of Effective Memos

Good memos share certain characteristics, which include the following:

1) Clarity2) Conciseness3) Unity of Theme4) Informal Tone

Clarity

A memo must be clearly written because an unclear and vague memo will confuse the reader, leading to delay and no action.

Unclear Memo- An Example“ There is going to be a one-day program on a relevant topic related to value

education for some of our staff. The program will be organized by IIM, Delhi in the last week of September. We need your support and involvement in order to make the program successful.”

The reader of this memo is not provided with the answers to the following

questions:What is the exact topic of the program?What is the exact date of the program?Who are participants?What kind of support does the reader need?

Revised version of the same memo:

“ On Saturday, September 29, 2012, the Value Education Cell of IIM, Delhi will be organizing a one-day program on “Business Values and Corporate Management” for the Management Trainees of the Marketing Division . Kindly arrange accommodation for three persons in the Guest House from September 28 to September 30, 2012.”

Conciseness

Concise and direct memos are more effective.

A memo should contain only essential information.

Avoid unnecessary explanations, repetitions, wordy expressions, and amplification.

Ensure that the memo makes its point with the fewest possible words

Unity of Theme

A memo which does not have unity of theme, distracts the reader and ceases (terminates) to be purposeful.

An important way of ensuring unity in a memo is to make sure that it deals with only one topic.

A single topic is developed , and related ideas are subordinated.

Informal Tone

Although a memo is a formal business document, its tone is usually informal and conversational.

As the writer is likely to be familiar with the reader, personal tone may be used in memos.

A very formal tone might sound intimidating.

Parts of a MemoStandard memos contain four parts:

1.Heading2.Opening3.Body4.Closing

Parts of a Memo - HeadingThe heading segment of a memo includes four

elements:1) The recipient's name and designation2) The sender’s name and designation3) Date4) Subject

To: (Name and designation of the recipient)From: (Name and designation of the sender)Date: (Complete and current)Subject: (Topic of the memo)

Examples of Heading SegmentTo: Mr. Avinash Gautam Director Sales

From: S Ravi Chand Sales Manager

Date: October 3, 2012

Subject: SALES SUMMARY FOR THE YEAR 2012

OR

Subject: Sales Summary for the Year 2012

Examples of Heading SegmentTo: All Sales Managers

From: Director (Sales)

Date: October 3, 2012

Subject: Sales Target for the Year 2012-2013

To: Assistant Registrar (Accounts)

From: Finance Officer

Date: October 3, 2012

Subject: AUDIT OF PROJECT ACCOUNTS

Parts of a Memo - Opening Most memos begin with a short paragraph describing the

problem that led to the need for the memo and the basic “purpose” of the memo.

Examples:“Here is a summary of the measures the Campus Security Department

is taking to ensure that only authorized people are allowed into the administrative offices.”

“As you requested, here is a copy of the annual sales report for our new product ‘Mint Candy’, launched in December 2012.”

Parts of a Memo - Body

The body of the memo contains the message of the memo.

It describes, explains, and discuss the central idea of the memo and includes all the details that support the senders’ ideas.

The body may contain a brief statement of the key recommendations the sender has reached.

Parts of a Memo - Closing Memos should be closed with a courteous ending,

stating what action the reader is required to take. Thus , the closing of a routine memo may contain

action information seeking action oriented response specifying the action that the reader is required to take.

Example:“Please send your recommendations to me by October 5, 2012 so that

we are able to complete the project by the end of November, 2012.”

Optional Parts of a MemoA few optional elements may be used in memos, as per requirements.

These elements include: reference ( response to other memos, notices, reports and other documents)attachments ( lists, diagrams, pictographs, tables, and other sources of data)distribution lists / c.c (persons who might be receiving copies of the memo)