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Things to remember and some tips

Memorandum

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Memorandum

y a short note designating something to be remembered, esp.

something to be done or acted upon in the future; reminder.

yan informalwritten communication, as from one departmentto another in an office

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Basic parts of a Memo

y Header containing basic information

y Introduction stating the purpose of the memo

y Body of memo giving the details

y Conclusion clearly stating the desired outcome oraction to be taken

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Basic Tips

y Keep it short

y Theres no need to monologue, You dont need an

introduction of any kind

yDont assume everyone knows who you are, use signature

blocks

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Types of Memo

y Field report memo

are often used to report on inspection and procedures. These memos,

known as field or lab reports, include the problem, methods, results, and

conclusions, but spend less time on the methods section.

Image example:

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y Directive Memo

- A directive memo states a policy or procedure you want the reader

or co-worker to follow. The length of the memo depends on how

much space is required to properly explain the procedure.

-The body of the memo should begin with a clear, concise sentence

that states the purpose of the memo

y Example:

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y Trip report Memo

-A trip report memo is usually sent to a supervisor after an

employee returns from a business venture.

parts: purpose statement, summary, discussion, action

y Image example:

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Things to remember before writing a

negative Memo

y Consider first how much information is most appropriate forthe type of message that is being distributed.

y Consider next how much your employees may already knowor might have guessed regarding this negative message

y Consider, finally, how your employees may react to thenegative message in the memo.

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Crafting the negative Memo

y Use an appropriate tone for your message and desired result.Bearing in mind everything you've just researched and considered,decide on the tone that will most effectively communicate the

message and lead to the most desired reaction.y Open and close the memo with positives, if appropriate, to

balance the negative message in the memo.

y Don't write too much or too little, based on your circumstances.As mentioned in Step 1 of this section, make sure the length of the

memo is appropriate to the negative message beingcommunicated.

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