Memo, Itinerary, Minutes, & Agenda

1. Memo, Itinerary, Minutes, & Agenda Business Communications

2. MEMO • Memos are written messages used to communicate with individuals within an organization. • Memos are often read by many people. • Memos may be written to: • Ask for information • Call to action • To respond to a request for information

3. Parts of a MEMO • TO: (who is sending the memo) • FROM: (Who the memo is from) • DATE: (The date the memo is sent) • SUBJECT: (What the memo is about) • BODY: (The message of the memo) • The body should contain these key components of a business letter: • an opening that clarifies why the memo is being sent; • details that are needed for understanding or support of what is being presented or asked; • a closing that makes clear what action is requested.

4. Sample Memo

5. Agenda • A listing of what is to take place during the meeting. • It provides a blue print or path for the meeting to follow. • Distribute (by email) the agenda before the meeting, so that members of the group have a chance to prepare for the meeting.

6. Sample Agenda

7. Minutes • A record of who attended the meeting and what took place • Include: • Name of committee • Date of meeting • Time and place • Name of person leading meeting • List of names of people attending • Time and place of next meeting

8. Minute Tips • One person is usually given the task of writing the minutes. • Keep the minutes short and to the point. • Either write the minutes as the meeting happens (if the minutes secretary is a fast typist!), or immediately after the meeting. The sooner they are done, the more accurate they are.

9. Sample Minutes

10. Itinerary • A record of travel plans • Include: • Where the person is going • Date of departure and return • Class of travel • Hotel accommodations • Rental car details • Sometimes prepared by travel agent

11. Sample Itinerary

12. Sample Itinerary (cont) sundaymorningrugby.com/travel.htm

13. Invoice (Bill) • A legal document given by a vendor to a customer to show proof goods were sold to the customer. • The invoice indicates to the customer how much money is due or has been paid to the vendor. • (similar to a bill) http://www.ezysoft-dev.com/sample-invoice.htm

14. Invoice Tips • The vendor should keep a copy of the invoice to show proof goods or services were sold or provided • The customer should keep a copy of the invoice as a record of their purchase or expenses • Invoices may be sent when goods or services are delivered or after the goods or services have been delivered. http://www.ezysoft-dev.com/sample-invoice.htm

15. What Should Be Included in an Invoice Letterhead An invoice number Your customer or client name and address. Date A description of the goods your supplying and quanity or if services the scope of work provided Total Amount of all individual items Your payment terms or how soon you expectto get paid

16. Using Templates • Templates can be used in Microsoft Word to write memos, agendas, itineraries, agendas, minutes, and invoices.

17. Assignment