PURPOSIVE COMMUNICATION

Good day BSE TLE 1A studes,

Today, April 4, 2020, we will have the continuation of our discussion on business letter specifically on memorandum
writing.
What is a memo?
- A memo is an internal document that is generally short, focuses on a single topic, reports information,
makes a request, or recommends action.
- The word memorandum (plural- memoranda) is a Latin word, which means something to remember. It is
often shortened to memo (plural-memos). The memo can be working in the same organization as the writer.
Audience and Purpose
- Memos have a twofold purpose:
o They bring attention to problems and they 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 with the interests and needs of the
readers.
o Choose the audience of the memo wisely. Ensure that all of the people that the memo is
addressed to need to read the memo. If it is an issue involving only one person, do not send the
memo to the entire office. 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 effectively used 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 a page or two long should be single spaced and left justified.
- Instead of using indentations to show new paragraphs, skip a line between sentences.
- Business materials should be concise and easy to read.
- Therefore, it is beneficial to use headings and lists to help the reader pinpoint certain information.
- You can help your reader understand your memo better by using headings for the summary and the
discussion segment that follow.
- Write headings that are short but that clarify the content of the segment.
- For easy reading, put important points or details into lists rather than paragraph when possible. This will
draw the readers’ attention to the section and help the audience remember the information better. Using lists
will help you be concise when writing a memo.
- The segments of the memo should be allocated in the following manner:
o Header – 1/8 of the memo
o Opening, Context and Task- ¼ of the memo
o Summary, Conclusion Segment – ½ of the memo
o Closing Segment, Necessary Attachment- 1/8 of the memo
 - Sample template for heading segment
MEMORANDUM
TO : (reader’s names and job titles)
FROM : (your name and job title)
DATE : (complete and current date)
SUBJECT : (what memo is about, highlighted in some way)
REMINDERS:
1. Memos are not distribute outside the organization, so they may not need the best-quality paper.
2. As they may convey important information, clarity, careful arrangement, and neatness are important.
3. A memo does not require a complimentary close or a signature.
4. However, it is all right to initial the memo- beside the name types at the top or at the bottom of the memo –
or even sign your name at the bottom.
5. The style and tone of your memo should be the same – whether you are writing to your colleagues or
superior.
6. An over-friendly memo in an informal style to the manager may be a sign of disrespect.
7. Paragraphs, however short, must always be numbered to make it easy to read.
PARTS OF MEMO
1. Opening Segment- State the purpose of the memo and identify the purpose in three parts: the contexts of
the problem, the particular assignment, and the purpose of the memo. Identify the exact reason for writing
the memo and make it clear to the reader.
2. Task Segment- one essential portion of a memo is the task statement where you should describe what are
you doing to help solve the problem. If the action was requested, your task may be indicated by a sentence
opening like:
a. “You asked that I look at…..
b. If you want to explain your intention, you might say, “To determine the best method of promoting
the new fall line, I will…..”
c. Include only as much information as is needed by the decision-makers in the context, but be
convincing that a real problem exists. Do not ramble on with insignificant details. If you are having
trouble putting the task into words, consider whether you have clarified the situation. You may need
to do more planning before you are ready to write your memo. Make sure your purpose-statement
forecast divides your subject into the most important topics that decision-makers need.
3. Summary Segment- this segment should provide a brief statement of important suggestions. This will help
the reader quickly understand the key points of the memo. The summary can also include links or
references to sources that you have used in your research on the issue.
4. Discussion Segment- In this segment, include all of the details that support your ideas and
recommendations for solving the problem. You may also choose to propose future problems that may arise
and discuss how your recommendations ensure these problems will not occur.
5. Closing Segment- Close the memo with a friendly ending that states what actions you want the reader to
take. Consider the ways that the reader can benefit from the information in the memo and how these
changes will be advantageous.
 6. Necessary Attachments- make sure you document your findings or provide detailed information whenever
necessary. You can do this by attaching lists, graphs, tables, etc. at the end of the memo. Be sure to refer to
your attachment in your memo and add a notation about what is attached below your closing, like this:
Attached: Focus Group Results, January- May 2007

CONSIDER THE FOLLOWING:

1. Put the message in context
a. Give any background information which the receiver needs to know before he can fully understand
the message. For example, reference to a conversation, a meeting or a previous memo.
b. Phrase the opening sentence very clearly and simple so that the main idea is understood.
Examples:
With reference to….
I expect that you already know that…
Regarding your memo of 10 October…
At the last sales meeting, it was decided that…

2. Provide the details of the message

a. Depends on the purpose of the memo. Are you giving some information, making a request, giving
some information, making a request, giving instruction or justifying certain action you have taken?
b. Write in a polite, undemanding, personal tone. Justify the request, or explain the importance. State
desired action in appositive and supportive, not negative or dictatorial manner.
Examples:
I wish to inform you that….
Could you please….
I would be grateful if you could…

3. End your memo in a courteous manner

a. Courtesy request a specific action and indicate gratitude.
Example:
Could I please have your comments on this new company handbook? Any suggestions
you wish to make regarding the amendments would be appreciated.
b. Clearly state any deadline or time frame, and briefly justify if it is genuinely important.
Example: The printer will be coming to finalize the proof on Monday, 7 August, so your prompt
reply would be appreciated.
TASK: Answer the following questions, write the letter of your answer.

1. What is memo?
a. A letter from one friend to another
b. Short message between 2 people that work together
c. Short message between two people who work for different business
d. The new term used for an email

2. What are the 4 words used in the memo heading?

a. TO;BBC;TIME;DATE
b. TO AND FROM
c. TO;CC;SUBJECT;TIME
 d. TO;FROM;DATE;SUBJECT

3. What type of spacing do you use throughout the memo?

a. Double
b. Triple
c. Single
d. One point Five

4. Memos are typically ___________.

a. Left aligned b. right aligned c. centered d. it doesn’t matter

5. A ____ is a sequential number or letter that comes before each new line of text.
a. bullet list b. number list c. font style d. letter list

6. What is the proper tone for most emails, letters and memos?
a. Friendly but formal
b. Friendly and conversational
c. Informal
d. Formal

7. What style of writing best describes the memorandum?

a. Satire b. Non-fiction c. Memoir d. Comedy

8. What is the first set up you need to do before typing a memo?

a. Click no spacing b. Change your font c. Change your font size d. type immediately

9. How many times do you hit enter after typing your subject?
a. 1 b. 2 c. 3 d. 4

10. What does the typist add after the last type paragraph?
a. your closing b. your signature c. your initials d. your name

Comment your name once you have read this lecture/message on the comment section as proof of your notification.

Gentle reminder: Once you are done with the activity, submit it through my messenger.

KEEP SAFE EVERYONE! STAY AT HOME! GOD BLESS US ALL!

Key
1. B
2. D
3. C
4. A
5. B
6. B
7. B
8. A
9. B
10. C