UnitHowtoWriteaBusinesswMemo材料.pptVIP

Tone Reveal your attitude toward the topic and your relationship with the readers Appropriate tone leads to positive feedback Tone Be sure the memo States the purpose clearly Presents message effectively Uses a courteous tone Gives reader complete and accurate details Concludes appropriately Special Formatting and Mechanical Techniques Use enumerations to list important items Use capitalization and centering to emphasize an important detail Use columns with headings to make reading and understanding easier Special Formatting and Mechanical Techniques Use underlining and side headings to show natural breaks Use bullets to emphasize several points Use boldface and italics when appropriate Use color coding to attract attention Important “Nevers” in Memo Writing (1) Never write memos or any other communications which are unnecessary. Never write complicated, hard-to-understand memos. Important “Nevers” in Memos Writing (2) Never write rude, blunt, or thoughtless memos. Never send memos that have typos, misspelled words, or grammatical errors. They are a poor reflection on you! Important “Nevers” in Memos Writing (3) Never waste space with unnecessary introductory material. Never leave out necessary details causing people to have to follow up with questions. Important “Nevers” in Memos Writing (4) Never use a closing line or a signature in a memo. Finalize the Memo 1. Audience-appropriate 2. Concise 3. Coherent 4. Readability 5. Terminology 6. Factual tone 7. Appearance Distribute the Document For hard copy - Hand-write your initials by your name on the from line, then copy and distribute the document to the recipient(s) For soft copy - If you are sending the memo via email, simply enter the appropriate email addresses and click send. Used within an organization Unceremonious in style Direct style No salutation No complimentary closing Specific format No more than one page long Differences Between Emails and Business Letters Memo Clear (be des