Memo - EngCor

Outline

1. What is Memo
2. Format of Memo
3. Example of memos

What is Memo ?

A memo (also known as a memorandum, or "reminder") is used for internal
communications regarding procedures or official business within an
organization.

Unlike an email, a memo is a message you send to a large group of employees,
like your entire department or everyone at the company. You might need to
write a memo to inform staff of upcoming events, or broadcast internal
changes.

Format of Memo ?

MEMORANDUM

TO:
FROM:
DATE:
SUBJECT:

I'm writing to inform you that [reason for writing memo].

As our company continues to grow … [evidence or reason to support your opening paragraph].

Please let me know if you have any questions. In the meantime, I'd appreciate your
cooperation as [official business information] takes place.

Header

Format of Memo ?

Header:

In your header, you'll want to clearly label your

content "Memorandum" so your readers know

exactly they're receiving. Then, you'll want to

include "TO", "FROM", "DATE", and "SUBJECT".

This information is relevant for providing

content, like who you're addressing, and why.

Format of Memo ?

Paragraph One:

In the first paragraph, you'll want to quickly and clearly state the

purpose of your memo. You might begin your sentence with the

phrase, "I'm writing to inform you … " or "I'm writing to request ... ".

A memo is meant to be short, clear, and to-the-point. You'll want to

deliver your most critical information upfront, and then use

subsequent paragraphs as opportunities to dive into more detail.

Format of Memo ?

Paragraph Two:

In the second paragraph, you'll want to provide context or supporting

evidence. For instance, let's say your memo is informing the company

of an internal re-organization. If this is the case, paragraph two

should say something like,

"As our company continues to grow, we've decided it makes more sense

to separate our video production team from our content team. This

way, those teams can focus more on their individual goals."

Format of Memo ?

Paragraph Three:

In the third paragraph, you'll want to include your specific request of each

employee -- if you're planning a team outing, this is the space you'd include,

"Please RSVP with dietary restrictions," or "Please email me with questions."

On the contrary, if you're informing staff of upcoming construction to the building, you

might say, "I'd appreciate your cooperation during this time." Even if there isn't any

specific action you expect from employees, it's helpful to include how you hope they'll

handle the news and whether you expect them to do something in response to the

memo.

Example of Memo #1

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
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

Example of Memo #2

Example of Memo #3

Example of Memo #4

Exercise !!!

Context

1. Launching new product
2. Meeting for Preparation of Halal Bil Halal in

your company