Writing Memos (COM1110 English Communication Skills)

Summary

This lecture explains the concept and format of memos, which are internal communication tools in companies, unlike business letters and emails that are external. Memos serve as concise records of actions, policy changes, or instructions. The format includes a centered title, headings like 'To', 'From', 'Date', and 'Subject', and a structured body that may include bullet points for clarity. There are two types: informational, which conveys important details, and instructional, which provides directives. The lecture also highlights the importance of clear communication, ensuring the memo is easy to read and understand.

Takeaways

• 📝 Memos are short for memorandum, derived from Latin, meaning 'to be remembered.'
• 🏢 Memos are used for internal communication within a company, unlike business letters or emails which are for external communication.
• 📄 Memos serve as historical records, documenting company activities, policy changes, or updates.
• ✍️ Memos do not require addresses, salutations, or complimentary closes, making them concise and straightforward.
• 🔠 The title 'MEMO' or 'MEMORANDUM' should be centered at the top of the page in capital letters.
• 📅 The format of the heading is 'To, From, Date, Subject,' with the date spelled out in full to avoid misunderstandings.
• 📌 The body of a memo can include bullet points or numbered lists for clarity, and it should contain an introduction, background, and a summary of key points.
• 🔍 There are two main types of memos: informational (to share updates) and instructional (to give directives).
• ❓ Informational memos provide relevant updates and explain why the information is important to the reader.
• ✅ Instructional memos give clear directives and explain the reasons and context behind the instructions, connecting it to the bigger picture.

Q & A

What is the full form of the word 'memo'?

The full form of 'memo' is 'memorandum', which is derived from a Latin word meaning 'to be remembered'.

How does a memo differ from business letters and emails?

Unlike business letters and emails, which are forms of external communication between a company and external parties, memos are internal communications within the company, used between departments or employees.

What is the purpose of a memo?

A memo serves as a document to remind employees of certain information or instructions, acting as a historical record of company activities, policy changes, and updates.

What key elements are excluded from the format of a memo compared to business letters?

In a memo, there is no need for addresses, salutations (e.g., Dear Sir/Madam), or complimentary closes (e.g., Yours sincerely). It is much more concise and straight to the point.

How should the title of a memo be formatted?

The title of a memo, which is either 'MEMO' or 'MEMORANDUM', should be written in capital letters and centered at the top of the page.

What is the correct order for the headings in a memo?

The correct order for the headings in a memo is: To, From, Date, and Subject.

What should be included in the 'To' section of a memo?

The 'To' section should include the recipient's full name, followed by their title or position. General terms like 'All employees of ABC company' can also be used.

How should the date be written in a memo?

The date should be written in full (e.g., 7 April 2015) to avoid misunderstandings about the date format.

What are the two main types of memos?

The two main types of memos are informational memos, which provide information or updates, and instructional memos, which provide directives or instructions for specific actions.

How should the body of a memo be structured?

The body of a memo typically starts with an introduction or opening, followed by background information, a summary (often in bullet points), a discussion section for details, and ends with suggestions or recommendations.