Nama : Andreas Lugas
NPM : 29110361
Kelas : 4KB04
Parts of Memo
Standard memos are
divided into segments to organize the information and to help achieve the
writer's purpose.
Heading
Segment
The
heading segment follows this general format:
TO:
(readers' names and job titles)
FROM:
(your name and job title)
DATE:
(complete and current date)
SUBJECT:
(what the memo is about, highlighted in some way)
Make
sure you address the reader by his or her correct name and job title. You might
call the company president "Maxi" on the golf course or in an
informal note, but "Rita Maxwell, President" would be more
appropriate for a formal memo. Be specific and concise in your subject line.
For example, "Clothes" as a subject line could mean anything from a
dress code update to a production issue. Instead use something like, "Fall
Clothes Line Promotion."
Opening
Segment
The
purpose of a memo is usually found in the opening paragraph and includes: the
purpose of the memo, the context and problem, and the specific assignment or
task. Before indulging the reader with details and the context, give the reader
a brief overview of what the memo will be about. Choosing how specific your
introduction will be depends on your memo plan style. The more direct the memo
plan, the more explicit the introduction should be. Including the purpose of
the memo will help clarify the reason the audience should read this document.
The introduction should be brief, and should be approximately the length of a
short paragraph.
Context
The
context is the event, circumstance, or background of the problem you are
solving. You may use a paragraph or a few sentences to establish the background
and state the problem. Oftentimes it is sufficient to use the opening of a
sentence to completely explain the context, such as,
"Through
market research and analysis..."
Include
only what your reader needs, but be sure it is clear.
Task
Segment
One
essential portion of a memo is the task statement where you should describe
what you are doing to help solve the problem. If the action was requested, your
task may be indicated by a sentence opening like,
"You
asked that I look at...."
If
you want to explain your intentions, you might say,
"To
determine the best method of promoting the new fall line, I will...."
Include
only as much information as is needed by the decision-makers in the context,
but be convincing that a real problem exists. Do not ramble on with
insignificant details. If you are having trouble putting the task into words,
consider whether you have clarified the situation. You may need to do more
planning before you're ready to write your memo. Make sure your
purpose-statement forecast divides your subject into the most important topics
that the decision-maker needs.
Summary
Segment
If
your memo is longer than a page, you may want to include a separate summary
segment. However, this section not necessary for short memos and should not
take up a significant amount of space. This segment provides a brief statement
of the key recommendations you have reached. These will help your reader understand
the key points of the memo immediately. This segment may also include
references to methods and sources you have used in your research.
Discussion
Segments
The
discussion segments are the longest portions of the memo, and are the parts in
which you include all the details that support your ideas. Begin with the
information that is most important. This may mean that you will start with key
findings or recommendations. Start with your most general information and move
to your specific or supporting facts. (Be sure to use the same format when
including details: strongest to weakest.) The discussion segments include the
supporting ideas, facts, and research that back up your argument in the memo.
Include strong points and evidence to persuade the reader to follow your
recommended actions. If this section is inadequate, the memo will not be as
effective as it could be.
Closing
Segment
After
the reader has absorbed all of your information, you want to close with a
courteous ending that states what action you want your reader to take. Make
sure you consider how the reader will benefit from the desired actions and how
you can make those actions easier. For example, you might say,
"I
will be glad to discuss this recommendation with you during our Tuesday trip to
the spa and follow through on any decisions you make."
Necessary
Attachments
Make
sure you document your findings or provide detailed information whenever
necessary. You can do this by attaching lists, graphs, tables, etc. at the end
of your memo. Be sure to refer to your attachments in your memo and add a
notation about what is attached below your closing, like this:
Attached:
Focus Group Results, January- May 2007
Contributors:Courtnay
Perkins, Allen Brizee.
Summary:
Summary:
This handout will help
you solve your memo-writing problems by discussing what a memo is, describing
the parts of memos, and providing examples and explanations that will make your
memos more effective.
Format
The
format of a memo follows the general guidelines of business writing. A memo is
usually a page or two long, should be single spaced and left justified. Instead
of using indentations to show new paragraphs, skip a line between sentences.
Business materials should be concise and easy to read. Therefore it is
beneficial to use headings and lists to help the reader pinpoint certain
information.You can help your reader understand your memo better by using headings for the summary and the discussion segments that follow it. Write headings that are short but that clarify the content of the segment. For example, instead of using "Summary" for your heading, try "New Advertising Recommendations," which is much more specific. The major headings you choose are the ones that should be incorporated in your purpose-statement in the opening paragraph.
For easy reading, put important points or details into lists rather than paragraphs when possible. This will draw the readers' attention to the section and help the audience remember the information better. Using lists will help you be concise when writing a memo.
The segments of the memo should be allocated in the following manner:
- Header: 1/8 of the memo
- Opening, Context and Task: 1/4 of the memo
- Summary, Discussion Segment: 1/2 of the memo
- Closing Segment, Necessary Attachments: 1/8 of the
memo
Contributors:Courtnay
Perkins, Allen Brizee.
Summary:
Summary:
This handout will help
you solve your memo-writing problems by discussing what a memo is, describing
the parts of memos, and providing examples and explanations that will make your
memos more effective.
Sample
Memo
TO: Kelly Anderson,
Marketing Executive
FROM: Jonathon
Fitzgerald, Market Research Assistant
DATE: June 14, 2007
SUBJECT: Fall Clothes
Line Promotion
Market research and
analysis show that the proposed advertising media for the new fall lines need
to be reprioritized and changed. Findings from focus groups and surveys have
made it apparent that we need to update our advertising efforts to align them
with the styles and trends of young adults today. No longer are young adults
interested in sitcoms as they watch reality televisions shows. Also, it is has
become increasingly important to use the internet as a tool to communicate with
our target audience to show our dominance in the clothing industry.
Internet
Advertising
XYZ Company needs to
focus advertising on internet sites that appeal to young people. According to
surveys, 72% of our target market uses the internet for five hours or more per
week. The following list shows in order of popularity the most frequented sites:
- Google
- Facebook
- Myspace
- EBay
- iTunes
Shifting our efforts
from our other media sources such as radio and magazine to these popular
internet sites will more effectively promote our product sales. Young adults
are spending more and more time on the internet downloading music,
communicating and researching for homework and less and less time reading paper
magazines and listening to the radio. As the trend for cultural icons to go
digital, so must our marketing plans.
Television
Advertising
It used to be common to
advertise for our products on shows like Friends and Seinfeld for our target audience, but even the
face of television is changing. Young adults are tuning into reality television
shows for their entertainment. Results from the focus group show that our
target audience is most interested in shows like American Idol,The
Apprentice, and America's
Next Top Model. The only non-reality television show to be ranked in the
top ten most commonly watched shows by males and females 18-25 is Desperate Housewives. At Blue
Incorporated, we need to focus our advertising budget on reality television
shows and reduce the amount of advertising spent on other programs.
By refocusing our
advertising efforts of our new line of clothing we will be able to maximize the
exposure of our product to our target market and therefore increase our sales.
Tapping into the trends of young adults will help us gain market share and
sales through effective advertising.
Attachments: Focus
Group Results, January- May 2007; Survey Findings, January - April 2007
This
is a sample memo; facts and statistics used are fictional.
MAKING
a MEMO
Memo (short for memorandum) is a
business-oriented style that is best suited for interoffice or intercolleague
correspondence. More informal in tone and organization than a letter, memos are
generally used to provide or ask for information, announce a new policy, update
on personnel transfers, or for any other internal issues.
An
effective memo:
- grabs the reader's attention
- provides information, makes a recommendation, or asks
for action
- supports your position or explains benefits to reader
- mentions next steps and deadlines
When
composing a memo, follow the same rules for good writing outlined on ourHow to
Write an Effective Letter page. Always take the four-step
approach to writing: plan what you want to say, write a draft, revise the
draft, and edit.
There are
four types of memos you might have to write, each with its own organizational
format: information, problem-solving, persuasion, and internal memo proposal.
Information Memo
- used to deliver or request information or assistance
- first paragraph provides main idea
- second paragraph expands on the details
- third paragraph outlines the action required
Problem-solving Memo
- suggests a specific action to improve a situation
- first paragraph states the problem
- second paragraph analyzes the problem
- third paragraph makes a recommendation
- when making a recommendation, include not only the positive details
but also the drawbacks and diffuse them yourself
Persuasion Memo
- used to encourage the reader to undertake an action he
or she doesn't have to take
- first paragraph begins with an agreeable point
- second paragraph introduces the idea
- third paragraph states benefits to the reader
- fourth paragraph outlines the action required
- fifth paragraph ends with a call to action
Internal Memo Proposal
- used to convey suggestions to senior management
- first paragraph states reason for writing
- second paragraph outlines present situation and states
writer's proposal
- third paragraph describes advantage(s)
- fourth paragraph mentions and diffuses disadvantage(s)
- fifth paragraph ends with a call to action
Sample Memo
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