MEMOS MEMOS MEMOS= MEMORANDUMS MEMOS= MEMORANDUMS DEFINITION PURPOSE PARTS OF A MEMO PRACTICE 4 1 2 3 Vo Phuoc Nhu Hao 6/3/14 DEFINITION DEFINITION  a hard-copy (sent on paper) document  written communication within an organization  usually short  To, From, Date, Subject Headings and Message sections  not signed  sender's name at the bottom: more friendly  sender's full name: more formal. 6/3/14 Vo Phuoc Nhu Hao PURPOSES PURPOSES  Transmit, Inform, Announce, Convey  Reporting back the minutes of meetings or summaries of brainstorming sessions  Instruct, Direct  Telling employees to carry out tasks  Request  Asking employees to send in/provide information 6/3/14 Vo Phuoc Nhu Hao  Recommend  Informing people in the company of decisions reached on the best way to solve a company dilemma and recommending that these options be implemented  Express appreciation, Congratulate, Confirm, Persuade, Reply 6/3/14 Vo Phuoc Nhu Hao PARTS OF A MEMO PARTS OF A MEMO MEMO TO: Diane Waymon President FROM: Rodrey Cooper HEADING (Guide Words) DATE: Feb 14, 2014 SUBJECT: Code of Ethics Flier As you requested, the members of the Ethics committee and I have revised the Code of Ethics Flier that we distribute to all employees each year. A copy of the revised manuscript is enclosed. BODY (Purpose) 6/3/14 Vo Phuoc Nhu Hao Like last year’s flier, the revision discusses Conflicts of Interest, Outside Employment, and Relations with Suppliers. All the committee members agreed that we should also include two new topics: Confidential Information and Payments to Others Message Please let me know your opinion of this revised Code of Ethics Flier. Conclusion AC Enclosure: 1. catalog 2. reply card C: Jamie Harris 6/3/14 Vo Phuoc Nhu Hao MEMO MEMO 6/3/14 Vo Phuoc Nhu Hao To: Katherine Chu, Regional Manager From: Stephen Yu, Sales Date: 14 February 2014 Subject: Notification of 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, 15 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. MEMO MEMO To: Health & Safety Committee From: Joe Chan, Chairperson, H&S Ctte Date: 14 Feb '14 Subject: Room change for next meeting 6/3/14 Vo Phuoc Nhu Hao The meeting on Saturday, 15 March has been changed to Room 101. CONTACT COMPUTER GRAPHICS MEMORANDUM CONTACT COMPUTER GRAPHICS MEMORANDUM To: From: Date: Subject: S M Chan, General Manager Samantha Ng, Office Manager 14 February 2014 Purchase of a Microwave Oven 6/3/14 Vo Phuoc Nhu Hao 1.Introduction At the monthly staff meeting on Tuesday, 11 February 2014, you requested information about the possible purchase of a microwave oven. I would now like to present these details. 2.Background Since the move to the new office in Kowloon Bay, staff have difficulty in finding a nearby place to buy lunch. 3.Advantages Providing a microwave oven in the pantry would enable staff to bring in their own lunchboxes and reheat their food. Also, staff members are less likely to return to work late after lunch. 4.StaffOpinion A survey found that staff would like to use the microwave oven. [...]... sending the memo 6/3/14 Vo Phuoc Nhu Hao PRACTICE PRACTICE Write a memo to instruct the staff to use a new photocopier 6/3/14 Vo Phuoc Nhu Hao REQUESTING INFORMATION REQUESTING INFORMATION  To: Name of the person/people the memo is addressed to  From: Name of the person/people sending the memo  Date:14 Feb '14  Subject: Content of the memo A Opening: Who are you? What is the purpose of the memo? On... the third floor 6/3/14 Vo Phuoc Nhu Hao GIVING INSTRUCTIONS GIVING INSTRUCTIONS  To: Name of the person/people the memo is addressed to  From: Name of the person/people sending the memo  Date:14 Feb '14  Subject: Content of the memo A Opening: Who are you? What is the purpose of the memo? On behalf of the shareholders, I wish to … regarding… The Advisor Team has been asked to … regarding… 6/3/14... Samantha Ng 6/3/14 Vo Phuoc Nhu Hao CONVEYING INFORMATION CONVEYING INFORMATION  To: Name of the person/people the memo is addressed to  From: Name of the person/people sending the memo  Date:14 Feb '14  Subject: Content of the memo A Opening: Who are you? What is the purpose of the memo? On behalf of the shareholders, I wish to … regarding… The Advisor Team has been asked to … regarding… 6/3/14... wedding out of province/ city 6/3/14 Vo Phuoc Nhu Hao RECOMMENDING RECOMMENDING  To: Name of the person/people the memo is addressed to  From: Name of the person/people sending the memo  Date:14 Feb '14  Subject: Content of the memo A Opening: Who are you? What is the purpose of the memo? On behalf of the shareholders, I wish to … regarding… The Advisor Team has been asked to … regarding… 6/3/14... like to have … Could you give me… Would you send me… C Conclusion: D Closing: the name or initials of the person sending the memo 6/3/14 Vo Phuoc Nhu Hao PRACTICE PRACTICE Write a memo to request the staff to send in their doctor’s note in order to receive sick pay Prepare a memo dated today to your director/ manager (your director’s name), requesting the week of March 20 as vacation so you can attend... Body: Details You will be happy to hear … I am delighted to inform you … I/ we wish to inform you … C Conclusion: D Closing: the name or initials of the person sending the memo 6/3/14 Vo Phuoc Nhu Hao Practice 1 Practice 1  Write a memo to inform all staff of a training course on the latest accounting methods     Time: 8:00 a.m Venue: conference room Important note: let supervisors know their attendance... Phuoc Nhu Hao PRACTICE 2 PRACTICE 2 As training director of your own company, prepare a memo to all support personnel who completed the “introduction to customer care” course last month Announce an intermediate “customer care 2” seminar to be held a week from Saturday, from 8:30am to 12 noon Send copies of the memo to A (personnel director) and B (payroll and benefits director) Overtime will be paid... could … You might like to consider… You may wish to consider … 6/3/14 Vo Phuoc Nhu Hao RECOMMENDING RECOMMENDING  D Closing: the name or initials of the person sending the memo 6/3/14 Vo Phuoc Nhu Hao PRACTICE PRACTICE Write a memo to make recommendations for improving the quality of foods and drinks served at your school’s canteen after a meeting with monitors of all classes 6/3/14 Vo Phuoc Nhu Hao . MEMOS MEMOS MEMOS= MEMORANDUMS MEMOS= MEMORANDUMS DEFINITION PURPOSE PARTS OF A MEMO PRACTICE 4 1 2 3 Vo Phuoc Nhu Hao 6/3/14 DEFINITION DEFINITION  a. person/people the memo is addressed to  From: Name of the person/people sending the memo  Date:14 Feb '14  Subject: Content of the memo A. Opening: Who are you? What is the purpose of the memo? On. person/people the memo is addressed to  From: Name of the person/people sending the memo  Date:14 Feb '14  Subject: Content of the memo A. Opening: Who are you? What is the purpose of the memo? On