Principles And Templates For Writing Business Memos Training Ppt

Slide 1

This slide depicts the information regarding business memos. A business memo is a brief document used to communicate information within a company.

Instructor’s Notes:

Five Tips for Effective Business Memos

• Audience Orientation: While writing a memo, keep the audience and their needs in mind. All of the organization's employees may not understand an acronym or abbreviation known to management, so hesitate to use them. The memo must be clear and concise, with no ambiguity, if it is to be posted and distributed within the organization.
• Professional, Formal Tone: Memos are frequent announcements, and the person sending the memo speaks on the behalf of a group in the entire organization. Through a memo, the announcement is linear, i.e. going from the organization to the employees. The memo may have legal standing because it frequently reflects policies or procedures and may, for example, refer to an existing or new policy in the employee manual
• Subject Emphasis: The subject is usually declared in the subject line, and it should be clear and concise. If the memo is announcing the observance of a holiday, for example, use "Thanksgiving weekend schedule" rather than "holiday observance" in the subject line
• Direct Format: Some written business communication allows for direct or indirect formats, but memorandums are always direct
• Objectivity: Memos should contain only the facts, and they should be written in an objective tone with no personal bias, preference, or interest. Avoid being subjective

Slide 2

This slide depicts the information regarding business memos. It consists of an easy-to-follow business memo template.

Instructor’s Notes:

Format for Writing Business Memos

• Header: In the header, clearly label "Memorandum" so your readers know what they're getting. Then add "TO," "FROM," "DATE," and "SUBJECT." All this information, such as who you're addressing and why is it essential
• Paragraph One: In the first paragraph, state the purpose of your memo briefly and clearly. You could start your sentence with "I'm writing to inform you..." or "I'm writing to request..."
• Paragraph Two: You should provide context or supporting evidence in the second paragraph. For example, the memo informs the company about an internal re-organization. If this is the case, the second paragraph should say something like, "As our company expands, we have decided that it's better to separate our video production team from our content team. This allows those teams to concentrate more on their objectives.“
• Paragraph Three: In the third paragraph, include your specific request for each employee. For example, if you're planning a team outing, you might include, "Please RSVP with dietary restrictions," or "Please email me with questions.". Even if you don't expect any specific action from employees, it's a good idea to include how you hope they'll handle the news and whether you expect them to do anything in response to the memo

Slide 3

This slide showcases an exercise on writing business memos for the trainees. It also, mentions instructions for trainees.