Writing_Business_Memos_BUS_682 - Writing Business Memos...

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Writing Business Memos Audience and Purpose Memos have two purposes: memos bring attention to problems, and memos seek to solve problems. They accomplish their goals by informing the reader about new information like policy changes, price increases, or by persuading the reader to take an action, such as attend a meeting, or change a current production procedure. Regardless of the specific goal, memos are most effective when they connect the purpose of the writer with the interests and needs of the reader. Note: Choose the audience of the memo wisely – Dr. K in this class. Advice: If a memo contains an issue involving only one person, do not send the memo to the entire office when you are ‘out there’ in the business world. Also, be certain that material is not too sensitive to put in a memo; sometimes the best forms of communication are face-to-face interaction or a phone call. Memos are most effective when sent to a small to moderate amount of people to communicate company or job objectives. Format The format of a memo follows the general guidelines of business writing. A memo is usually one to two pages long, should be single spaced and left margin justified. For new paragraphs, skip a line between paragraphs. Your discussion should be concise, edited, grammatically correct, and easy to read. Your Memo should be conversational in paragraph style; only use bullets to emphasize important information. Different organizations may have different formatting procedures, so be flexible in adapting your writing skills. Parts of a Memo Heading as follows: TO: (readers' names and job titles) FROM: (your name - and job title if applicable) DATE: (current date) SUBJECT: (what the memo is about) Make sure you address the reader by her or his correctly spelled name and job title. Be specific and concise in your subject line. Opening Segment The purpose of a memo is put in the opening paragraph and includes: the purpose of the memo, the context, event, circumstance, or background of the problem, and the specific assignment or task. For example,
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Writing_Business_Memos_BUS_682 - Writing Business Memos...

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