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The Different Types of Memo

Announcement Memo 1
MEMORANDUM

To : All Staff

From : Elaine Thomas, Administrative Officer

Date : 12 May 2002

Subject : Operating Instructions for New Copying


Machine

A new photocopier has been installed in the general office. All staff are
Introduction
welcome to use it.

Main point To ensure the copier's survival, it is important to keep the following
procedures in mind:

Secondary - Use the machine for no longer than 30 minutes at a time


Information - After use, allow the machine to cool for at least five minutes
- Make sure the switch is turned off after use.
Action
Please speak to me if you have any questions about the machine.
Announcement Memorandum 2
Sample Memo to Employees – Program Announcement

Date: <Today’s Date>

To: All Employees

From: <Company Official>

RE: New Recycling Program

Did you know that up to 70% of the trash from an office like ours is paper that can be
recycled? Our recycling efforts are important because <Name of City> must meet a State-
mandated goal of recycling 50% of its trash by the end of 2000, or face fines of up to
$10,000 per day. Since businesses produce over 50% of the city’s waste, it is critical that
we do our share to help meet the recycling goal. Recycling has an additional benefit of
reducing our waste disposal expenses, which helps lower the building’s operating costs.
And of course, recycling helps preserve natural resources – every ton of paper recycled
saves 17 trees!

With this in mind, we are implementing a new recycling program in our offices. I
encourage you to actively participate in our company’s recycling effort. The enclosed flyer
describes what can be recycled in our paper recycling program. The custodial staff can
collect the office paper from centralized containers located throughout the office. In
addition, you can call <Name of Contact> at <Phone number> to obtain desk-side
containers you need one. These containers make it very easy for employees to recycle
paper at their desks.

With everyone’s participation, I am confident that we can do our part to help the city’s
recycling efforts. If you have any questions, please call me at <Phone number>.

Thank you for your assistance and participation.


Authorization Memo
MEMORANDUM

To : M. John

From : K. Doherty, Manager

Date : 12 May 2002

Subject : Purchase of Accounting Computing


Packages
Background
information Your findings on our existing computing packages identified inadequacies.
Your proposal indicated two new packages suited to our current and
projected needs.

Main point Actions


1. Please order these packages from the supplier nominated in the
proposal and arrange for their installation on our terminals as soon as
Secondary possible.
Information 2. Could you organize and be involved in training each of our computer
operators?
Action 3. Please see me sometime on Wednesday to arrange a reduction in your
regular responsibilities to give you time to complete the project.

Request Memo
MEMORANDUM

To : Section Heads

From : Ravi, Operational Manager

Date : 12 March 2002

Subject : Planning of Work Schedules July-December

Main point Work schedules for July to December are now being prepared.
Secondary
Information
To help us plan these in a manner that suits all sections, please let me have
the holiday schedules for the employees in section by 24/3/2002
Action
Example Directive Memo 1
MEMORANDUM

TO: Design Team #362


FROM: W.B. Working
DATE: May 27, 1997
SUBJECT: Project Schedule

As a result of yesterday's meeting, I suggest we follow the project schedule


listed below. Remember, we must submit a Proposal by noon on July 2.

Schedule
Task Completion Date
 Divide research into groups  June 6
and compile information
 Review designs from Kate  June11
and Bill.
 Write Proposal  June 23
 Review Proposal  June 26
 Submit Proposal for printing  June 27

Directive Memorandum 2
Memo

To: All Staff

From: Heady the Head Honcho

Date: June 1, 2006

Re: New Memo Format Effective June 1

In order to make interoffice communications easier, please adhere to the following guidelines for writing effective
memos:

Clearly state the purpose of the memo in the subject line and in the first paragraph.

Keep language professional, simple and polite.

Use short sentences.

Use bullets if a lot of information is conveyed.

Proofread before sending.

Address the memo to the person(s) who will take action on the subject, and CC those who need to know about

the action.

Attach additional information: don’t place it in the body of the memo if possible.
Please put this format into practice immediately. We appreciate your assistance in developing clear
communications. If you have any questions, please don’t hesitate to call me. Thank you.

Persuasive Memorandum
Memo

To: Andy Andler, Benita Buchanan, Charles Chavez

CC: Darcy Danko

From: Heady the Head Honcho

Date: June 1, 2006

Re: Need for New Memo Format

I’ve noticed that we don’t seem to be able to communicate important changes, requirements and progress
reports throughout the company as effectively as we should. I propose developing one consistent memo
format, recognizable by all staff as the official means of communicating company directives.

While I know this seems like a simple solution, I believe it will cut down on needless e-mail, improve
universal communication and allow the staff to save necessary information for later referral.

Please talk among yourselves to determine the proper points of memo writing and return the input to me by
12 noon. I will then send out a notice to the entire staff regarding the new memo format.

Thank you for your prompt attention to this.

Technical Memorandum
Memo

To: Heady the Head Honcho, Andy Adler

From: Darcy Darko

Date: June 15, 2006

Re: Update on the T-12 Phase Three testing

As we enter Phase Four of the T-12 testing, I wanted to provide a progress overview of the Phase Three
testing.

The body of the memo might include two-four paragraphs outlining the purpose of the memo. If this is a
longer memo, each paragraph will have a subhead to help guide the reader through the document.

Finally, the writer includes a summary paragraph, which features bullets highlighting the main points of each
previous paragraph, and concludes the memo with a stated action required by the reader or writer.

A quick note about the use of "memo" vs. "memorandum:" it doesn't really matter. It falls in line with the style
selected by the writer.

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