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Memorandum / Memoranda
Memoranda
Definition :
A memorandum is a written communication
Inter-office written communication– One individual - another individual– One department - another department– One individual - a large body of staff at different levels
Memoranda
Memoranda serve a variety of purposes:
– to inform of decisions, actions, etc – to request decisions, action, etc – to remind of action which is required – to provide information of any kind.
Memorandum
To : ………………………………………………
From : …………………………………………..
Subject : ……………………………………………
Date : ……………………………………….
Ms Ong Sue Lyn, Director
Ms Sharmini Muniandy, Clerk
12 / 4 / 07
HR Monthly Meeting Canceled
Name of Recipient (s), Designation
Name of Sender, Designation
Date
What is the Memo About?
Purpose Line
Action Line
I would like to inform you that the HR monthly meeting is canceled.
Please take note.
Sender’s Initial
sm
Carbon Copy
Radzuan Razali
To : ………………………………………………
From : …………………………………………..
MemorandumTo : …………………………………………
From : ……………………………………..
Subject : …………………………………..
Date: ……………………………………….
C.C. : ……………………………………….
B.C.C. : …………………………………….
C. C. – carbon copy
B.C.C – blind carbon copy
Memorandum
To : Leong, C.K. HOD, Finance
From :Maria Rashid, HOD, Human Resource
Subject : Amendments to Annual Budget
Date : 5 October 2005
C.C. :Tan B.J., Chief Accountant
B.C.C. : Leonard Rajan, Managing Director
Hence, who knows what?
Memorandum
To : ………………………………………………
From : …………………………………………..
Subject : ……………………………………………
Date : ……………………………………….
Human Resource Unit
Ms Sharmini Muniandy, Clerk
12 / 4 / 07
Reminder to Switch off Air-Con
Name of Group of People
Name of Sender, Designation
Date
What is the Memo About?
Introduction
Hence, everyone is advised, to switch off all air-conditioning systems, room lights and other electrical appliances when they leave the office for lunch in the afternoon and home in the evening. Anyone caught not switching off these appliances will be heavily penalised.
The Body – Explaining the Main Point
For your information, the electric bill for our unit is more than RM2000 a month. In view of this large amount of expenses, the director wants everyone to save on electricity to minimise the electric bills.
Conclusion
Please take note.
Sender’s Initial
SM
Constructing the SUBJECT line
1. Make sure the subject line is short and informative by using signal words.
Request for . . .
Agenda for . . .
Highlights for . . .
Procedures for . . .
Suggestions for . . .
Information about . . .
2. If there are more than one project, put the name of the project first, then followed by the signal words.
Constructing the SUBJECT line
3. Try to avoid using the word “urgent” unless your message is truly urgent.
Use the sentences below to come up with the SUBJECT line of a memo.
1. The photocopier machine is out of order.
2. Someone left a bunch of key at the pantry.
3. There will be an annual dinner for all staff of DBKL.
4. There will be a visit by Temasek Holding staff to DBKL.
5. The HR unit is inviting staff to attend a talk on ‘Body Language’.
6. All Muslim staff are allowed to leave an hour early for Ramadhan.
7. There will be a badminton friendly match between DBKL staff and MMU staff.
8. All staff who are going for the trip to Bali will have to pay a minimal sum of money.
9. There will be no work from lunch time until 6 p.m. today because of the earthquake in Aceh.
10.Anyone who is interested in sending their children to the nursery are encouraged to find out from the Staff Welfare Department.
To inform:
This is to inform you that
This is to inform everyone that
Please be informed that
To remind:
This is a gentle reminder for
I would like to remind you that
This is a gentle reminder that
Purpose Line
To inform:
This is to inform you that
This is to inform everyone that
Please be informed that
To remind:
This is a gentle reminder for
I would like to remind you that
This is a gentle reminder that
To apologise:
I would like to apologise to you for
I would like to apologise to everyone for
My apology for
To request:
I would like to request for
Would you mind if I
Would you mind
If you could, please
With reference to your letter of 8 June, I . . .
I am writing to enquire about . . .
After having seen your advertisement in . . . , I would like . . .
After having received your address from . . . , I . . .
I received your address from . . . and would like . . .
We/I recently wrote to you about . . .
Thank you for your letter of 8 May . . .
Thank you for your letter regarding . . .
Thank you for your letter/e-mail about . . .
In reply to your letter of 8 May, . . .
10 Good Opening Lines
10 Good Closing Lines
If you require any further information, feel free to contact me.
I look forward to your reply.
I look forward to hearing from you.
I look forward to seeing you.
Please advise as necessary.
We look forward to a successful working relationship in the future.
Should you need any further information, please do not hesitate to contact me.
Once again, I apologise for any inconvenience.
We hope that we may continue to rely on your valued custom.
I would appreciate your immediate attention to this matter.
Use the sentences below to come up with the concluding statements of a memo.
1. The photocopier machine is out of order.
2. Someone left a bunch of key at the pantry.
3. There will be an annual dinner for all staff of DBKL.
4. There will be a visit by Temasek Holding staff to DBKL.
5. The HR unit is inviting staff to attend a talk on ‘Body Language’.
6. All Muslim staff are allowed to leave an hour early for Ramadhan.
7. There will be a badminton friendly match between DBKL staff and MMU staff.
8. All staff who are going for the trip to Bali will have to pay a minimal sum of money.
9. There will be no work from lunch time today because of the earthquake in Aceh.
10.Anyone who is interested in sending their children to the nursery are encouraged to find out from the Staff Welfare Department.
Formality in MemosTo: Katherine Chu, Regional ManagerFrom: Stephen Yu, SalesDate : 24 February 2009Subject: My resignation
I am writing to inform you of my intention to resign from G & S Holdings.
I have appreciated very much my four years working for the company. The training has been excellent and I have gained valuable experience working within an efficient and professional team environment. In particular, I have appreciated your personal guidance during these first years of my career.I feel now that it is time to further develop my knowledge and skills base in a different environment.
I would like to leave, if possible, in a month's time on Saturday, 28 March. This will allow me to complete my current workload. I hope that this suggested arrangement is acceptable to the company.Once again, thank you for your support.
KC
Formality in Memos
To: David N.K., Assistant Manager
From: Sally, T.Q., Director
Date: Tuesday, 24 February 2009
Re: Banning smoking
David,
I'd like you to look into the health and safety issues relating to smoking in the company's office, specifically:
1.What are the current regulations regarding smoking in the workplace?
2.What are other companies like ours doing re. smoking?
3.a.Can we introduce a ban on smoking in this company?
b. If we can, what procedure do we need to follow?
Could you please get back to me before the Senior Management meeting next week on Tuesday, 3 March 2009. Thanks
"I hope that you will contact me..." "I know that this is a bit of a last minute request, but..."
Setting the Tone
"You can reach me at 555-2233; I look forward to hearing from you."
“I apologise if this sudden request puts you in a difficult position, but I truly appreciate the business deals that we have had and I trust the kind of services you have provided."
Be Courteous and Sincere
Not: You didn't read the instructions carefully, thus your system has shut down.
But: The system may automatically shut down if any installation errors occur.
Setting the Tone
Stress the Benefits For the Reader
Not: I am processing your order tomorrow.
But: Your order will be available in two weeks.
Stressing reader benefits will help you to avoid sounding self-centred and uninterested.
Setting the Tone
Use Non-discriminatory Language
See slide on letter writing
Setting the Tone
Use Appropriate Emphasis and Subordination
Setting the Tone
Emphasis:
Smoking will no longer be permitted in the building. The committee
on employee health and safety reached this decision after
considering evidence from researchers and physicians on the
dangers of second-hand smoke.
Subordination:
The committee on employee health and safety has finished
considering evidence, and they have reached the decision that
smoking will no longer be permitted in the building.
Ideas placed in the first paragraph of a document or message
receive the most emphasis, followed by information placed in
the last paragraph.
You can subordinate an idea by placing it in middle paragraphs
of your message because these paragraphs receive the least
emphasis.
Setting the Tone