Memo Writing with Format and Sample (For BBS/BBA/BCA and Other Levels)

MEMO

A memorandum, more commonly known as a memo (meaning ‘Reminder’), is a formal typed paper note sent to a co-worker or a colleague within the same organization. It is usually very short and simple and is not suitable for sending long, complex and confidential information. Its main purpose is to inform, inquire, report, give suggestions, remind, instruct, promote goodwill and communicate the ideas.

Format of Memo Writing

-Write “MEMORANDUM or MEMO” at the top of the page

- To: Receiver’s names and job title

- From: Sender’s name and job title

- Subject: Reason for writing a memo

- Date: Write the complete date, spelling out the month and including the date and year. For example, write: “DATE: Jestha 14, 2080” or “DATE: 14 Jestha 2080.”

Body

- Opening Paragraph: Give your purpose of writing/Supply any relevant background information.

- Body Paragraph: Provide details and expand on introduction./Separate paragraphs for each main idea.

- Conclusion: Summarize the key points or give general advice or encouragement about actions to be taken with courteous ending.

- Signature: Memo writers can use their initials in small letters. For example: sg for Shishir Gyawali

Tail

- CC: The “CC” line indicates who will receive a “Courtesy Copy” of the memo.

- Include an “Attached:” line after the closing if you need to enclose additional documents with the memo. Briefly state the title of the attachments in this line such as Attached: Resume.

Important Points to Remember

- Always use a clear and specific subject line.

- Do not waste the reader’s time by using lengthy memos. Be clear and concise.

- Use the active voice.

- Use the first person.

- Be formal.

- Avoid slangs and friendly words.

- One should use a careful and logical arrangement of information.

- Keep the paragraphs short.

- One can use enumerations for the paragraphs.

- One can use solid capitals and centre indentation for important details.

- Use of bullets to make points.

- Always end the memo in courteous words.

- Use text fonts and colour to attract attention.

- Avoid rude and thoughtless memos.

- It does not need a complimentary close or a signature.

- Proofread the content before sending.

Q) Write a short memo made by an organization to its staff about maintaining non-smoking zone.

Memo

To: All employees

From: Shishir Gyawali, Director.

Date: Jestha 14, 2080

Subject: Maintaining non-smoking zone

I am writing to inform all employees that we have decided to make our company completely non-smoking zone. We all are aware of the adverse effects of smoking on health and environment, so the company has decided to ban it completely.

You all know that smoking in offices is not only a sign of bad behaviour and culture but also an unprofessional and unethical culture. So, we want to establish professional and ethical environment in our office by banning smoking.

I hope I am able to convey my message to you all. So, I expect to get your co-operation for making our organization healthy, sensible and responsible by maintaining non-smoking zone.

sg

CC: Hari K.C, Manager

Attached: Disadvantages of smoking