Memorandum? What Is It?
It is a written and formal type of communication which is generally used in a business or academic environment. If you are employed in such an environment, you must be able to write a memorandum at the drop of a hat. What this means is that you must be able to write it quickly and easily. This is particularly so if you are in charge of a unit or department. Additionally, it must be effective and well written. How can you do this? Knowing the basics is one way. What are the basics? Some are as follows:
Memorandum layout
As a practice, memo used to be very formal. However,nowadays, it is common to find many which are more personal. Important note: Though this style may appeal to you, do not compromise on the essentials. Keep in mind that unlike letters, a memo is made up two sections. These are: the heading and body. Many companies and organisations, in order to standardise the format have pre-designed formats. In fact, it is common to find reminders on how to write a memo being sent out regularly in business as well as academia!
An example of a layout for the heading is:
Date: 29 October, 2009
To: All Heads of Departments
From: The Assistant General Manager Group Communications
Subject: How To Write A memo
Date: Write the month in full. Do not use abbreviations or numerals such as 28/10/09.
To: Be aware of company policy, guidelines and practice. Be conscious of your relationship with the individuals you are addressing. What is their rank or title? Usually , courtesy such as “Mr.” or “Mrs.” is not used in a memorandum . However, depending on the local practice, individuals of higher rank are usually addressed by their tile such as “The Chairman” or “Managing Director.”
Use the full name of the addressee. You may, based on your relationships, use first names or even nicknames. Where necessary, you may have to use additional identification such as a job title, name of the unit or department. For example: Surain Victor, Assistant General Manager, Group Communications. If your memorandum is directed at many individuals, you may use “See Below” and list the names at the bottom of the document. For a large group, use tags such as, “Facilitators” or ” Group Leaders.”
From: You may place your own name, job title or name of your department here. However, do use not courtesy such as “Mr.” or “Mrs.” You may sign the memorandum or place your initials at the end of it. This is usually at the top of your title or name. Variations depend on the common practice in the organisation or company.
Subject: “Re:” is often used instead of subject. The rule is to have your statement as brief or short as possible without losing its accuracy. What is thememorandum about?? Use it in the statement.
In addition to the above, your memorandum must be free of spelling, punctuation and grammar mistakes. Sentences must be well constructed and words used correctly. Proofread and check your memo with due care. Do you have the time to do it? Can you get someone else to do it for you? There is a better alternative. Find out what it is and make your memo create the desired impression.
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