MEMO LESSON PLANS

MEMOS
MEMOS
MEMOS= MEMORANDUMS
MEMOS= MEMORANDUMS
DEFINITION
PURPOSE
PARTS OF A MEMO
PRACTICE
4
1
2
3
Vo Phuoc Nhu Hao
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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.
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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
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
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
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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)
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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
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MEMO
MEMO
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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
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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
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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.
CONT.
CONT.
Brand Model Price
PhilipSharpe
Sonny
M903R-3R29
6145 X
$2,800$2,600
$2,400
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5.Cost
Details of suitable models are given below:
6.Request
If this meets with your approval, we would appreciate it if you could authorise up to $3,000 for the purchase of the microwave oven.
Samantha Ng
Samantha Ng
Brand Model Price
PhilipSharpe

Sonny
M903R-3R29
6145 X
$2,800$2,600
$2,400
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…
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CONVEYING INFORMATION
CONVEYING INFORMATION
B. 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
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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 because of an all-day affair

Respond to you asap whether or not they intend to be there
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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
(one and ½ times the regular hourly rate. C, customer care coordinator for the ABC customer care
center, will conduct the seminar. This intermediate course is open to all who completed the
introductory course last month. Ask those attending to bring training packets from the first
course. The seminar will be held in Conference Room C on the third floor.
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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…
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GIVING INSTRUCTIONS
GIVING INSTRUCTIONS
B. Body: Details
Please ….
We/I kindly request….
I/We would like you to….
C. Conclusion:
D. Closing: the name or initials of the person sending the memo
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PRACTICE
PRACTICE

Write a memo to instruct the staff to use a
new photocopier
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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 behalf of the shareholders, I wish to … regarding…
The Advisor Team has been asked to …. regarding…
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REQUESTING INFORMATION
REQUESTING INFORMATION
B. Body: Details
I would 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
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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 your sister’s wedding out of province/ city.
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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…
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RECOMMENDING
RECOMMENDING
B. Body:
CONTEXT OF THE PROBLEM
It’s clear that the HD’s traditional market is declining as its customers grow
older and that action needs to be taken to attract additional buyers
DETAILED SUPPORT OF YOUR RECOMMENDATIONS
Discussion has covered many areas such as distribution, marketing and
acquisition. We feel, however, we first need to focus on product
development.

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C. Conclusion:
STRONG RECOMMENDATION:

It’s essential that …

We feel it is best to…

We believe the following is the best option…

We strongly recommend…

We strongly advise you to …

We consider the following to be priority actions…

It would be an extremely good idea to…
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RECOMMENDING
RECOMMENDING
NEUTRAL RECOMMENDATIONS:

We advise you to …

We suggest …

You should …


We recommend …
TENTATIVE RECOMMENDATIONS:

You could …

You might like to consider…

You may wish to consider …
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