Memos are written to ask for information request for decision or action and convey a certain decision. A memo is usually brief, plain, direct, concise using a comfortable natural style. Try to be conversational, lucid and straightforward and not be formal with a neutral and positive tone. Blunt or condescending memos alienate people. For more such innovative content on management studies, join WeSchool PGDM-DLP Program: http://bit.ly/ZEcPAc

1. Other methods of
written
communication:
Memo, Fax, E-mail
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2. The Intercom and the face to face
discussion is the best method for
internal communication. Being the
written messages important too,
the memo is extensively is used for
exchanging information within the
organization.
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3. Letter is the oldest and commonly used. The
electronic media have resulted into the fast
transmit of the messages. Beside the speed of
transmit, correct presentation, tone, structure and
layout are also important
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4. It is used only for communication within the
organization. It is written to ask for
information; to give information; to request for
decision or action; and to convey information
about action or decision. A memo have two
sections: the heading and the body; the
format may be vertical or horizontal.
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5. To: This space is for the name of the person(s) to
whom the memo is sent.
From: The writer’s own name is written on this line.
Date: Write the full name of the month or its
standard abbreviation.
Subject: The subject should be stated concisely and
accurately.
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6. A well-written
memo is
informative and
concise.
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7. Decide the exact
objective and the
order of importance or
by increasing order of
importance.
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8. Organize the material to suit the purpose of the
memo by increasing or decreasing the order of
importance. Organizing by decreasing order of
importance is used when the reader is well
acquainted with the topic. Organizing by
increasing order of importance is suitable for
certain types of occasions and messages
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9. The outline can be in the form of short
phrases listed in logical order as it helps
to give order to the body and establish
relationships between ideas.
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10. A memo is always brief, plain, direct and concise
using a comfortable natural style. Try to have a
cordial, straightforward, lucid and conversational
while not being formal. Generally the tone is
neutral and positive. Spiteful, blunt,
condescending, or too coldly formal memos
alienate people.
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11. A fax message is much the same as a letter
sent by post. The cover page includes “To”,
“From”, Company, Date, Fax no., subject, and
No. of pages (including this page). The
salutation and complimentary close may be
included and the text must be prepared like the
text of the letter
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12. It is the most commonly used
method of communication as it
is effective, inexpensive and
very fast. It follow the basic
rules of good writing which is
called “netiquette ”.
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13. The email should be concise and to the point; write
a specific subject line; avoid excessive punctuation;
keep to plain text; limit the use of abbreviations;
use of similes or emotions; never type in all caps;
do not flame people; use salutation properly,
quoting from original message is necessary( >
before the text indicates to the recipient that this is
quoted from his/her last e-mail message. >>
indicates that the sender is quoting your quote and
it’s a part of your reply
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14. •There is no privacy in e-mail
•Always revise and check the message before
pressing send button
•Keep printouts of only those really needed for
office filing
•Send copies only when essential
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15. •Delete the needless information in forwarded
messages
•Do not send unsolicited e-mails
•Keep the internal clock and date settings
accurate .
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