Memorandum / Memoranda

1. Memorandum / Memoranda

2. Memoranda Definition : A memorandum is a written communication Inter-office written communication • One individual - another individual • One department - another department • One individual - a large body of staff at different levels

3. Memoranda Memoranda serve a variety of purposes: • to inform of decisions, actions, etc • to request decisions, action, etc • to remind of action which is required • to provide information of any kind.

4. Memorandum Name of Recipient (s), Designation Ms Ong Sue Lyn, Director To : ……………………………………………… To : ……………………………………………… Name of Sender, Designation Ms Sharmini Muniandy, Clerk From : ………………………………………….. From : ………………………………………….. Date HR Monthly Meeting Canceled Subject : …………………………………………… What is the Memo About? 12 / 4 / 07 Date : ………………………………………. Purpose Line I would like to inform you that the HR monthly meeting is canceled. Action Line Please take note. Sender’s Initial sm Carbon Copy Radzuan Razali

5. Memorandum To : ………………………………………… From : …………………………………….. C.C. : ………………………………………. B.C.C. : ……………………………………. Subject : ………………………………….. Date: ………………………………………. C. C. – carbon copy B.C.C – blind carbon copy

6. Memorandum To : Leong, C.K. HOD, Finance From :Maria Rashid, HOD, Human Resource C.C. :Tan B.J., Chief Accountant B.C.C. : Leonard Rajan, Managing Director Subject : Amendments to Annual Budget Date : 5 October 2005 Hence, who knows what?

7. Memorandum Name of Group of People Human Resource Unit To : ……………………………………………… Name of Sender, Designation Ms Sharmini Muniandy, Clerk From : ………………………………………….. Date Reminder to Switch off Air-Con Subject : …………………………………………… What is the Memo About? 12 / 4 / 07 Date : ………………………………………. Introduction For your information, the electric bill for our unit is more than RM2000 a month. In view of this large amount of expenses, the director wants everyone to save on electricity to minimise the electric bills. The Body – Explaining the Main Point Hence, everyone is advised, to switch off all air-conditioning systems, room lights and other electrical appliances when they leave the office for lunch in the afternoon and home in the evening. Anyone caught not switching off these appliances will be heavily penalised. Conclusion Please take note. Sender’s Initial SM

8. Constructing the SUBJECT line 1. Make sure the subject line is short and informative by using signal words. Request for . . . Agenda for . . . Highlights for . . . Procedures for . . . Suggestions for . . . Information about . . . 2. If there are more than one project, put the name of the project first, then followed by the signal words.

9. Constructing the SUBJECT line 3. Try to avoid using the word “urgent” unless your message is truly urgent.

10. Use the sentences below to come up with the SUBJECT line of a memo. • The photocopier machine is out of order. • Someone left a bunch of key at the pantry. • There will be an annual dinner for all staff of DBKL. • There will be a visit by Temasek Holding staff to DBKL. • The HR unit is inviting staff to attend a talk on ‘Body Language’. • All Muslim staff are allowed to leave an hour early for Ramadhan. • There will be a badminton friendly match between DBKL staff and MMU staff. • All staff who are going for the trip to Bali will have to pay a minimal sum of money. • There will be no work from lunch time until 6 p.m. today because of the earthquake in Aceh. • Anyone who is interested in sending their children to the nursery are encouraged to find out from the Staff Welfare Department.

11. Purpose Line To inform: To inform: This is to inform you that This is to inform you that This is to inform everyone that This is to inform everyone that Please be informed that Please be informed that To request: I would like to request for To remind: To remind: Would you mind if I This is a gentle reminder for This is a gentle reminder for Would you mind This is a gentle reminder that This is a gentle reminder that If you could, please I would like to remind you that I would like to remind you that To apologise: My apology for I would like to apologise to you for I would like to apologise to everyone for

12. 10 Good Opening Lines With reference to your letter of 8 June, I . . . I am writing to enquire about . . . After having seen your advertisement in . . . , I would like . . . After having received your address from . . . , I . . . I received your address from . . . and would like . . . We/I recently wrote to you about . . . Thank you for your letter of 8 May . . . Thank you for your letter regarding . . . Thank you for your letter/e-mail about . . . In reply to your letter of 8 May, . . .

13. 10 Good Closing Lines If you require any further information, feel free to contact me. I look forward to your reply. I look forward to hearing from you. I look forward to seeing you. Please advise as necessary. We look forward to a successful working relationship in the future. Should you need any further information, please do not hesitate to contact me. Once again, I apologise for any inconvenience. We hope that we may continue to rely on your valued custom. I would appreciate your immediate attention to this matter.

14. Use the sentences below to come up with the concluding statements of a memo. • The photocopier machine is out of order. • Someone left a bunch of key at the pantry. • There will be an annual dinner for all staff of DBKL. • There will be a visit by Temasek Holding staff to DBKL. • The HR unit is inviting staff to attend a talk on ‘Body Language’. • All Muslim staff are allowed to leave an hour early for Ramadhan. • There will be a badminton friendly match between DBKL staff and MMU staff. • All staff who are going for the trip to Bali will have to pay a minimal sum of money. • There will be no work from lunch time today because of the earthquake in Aceh. • Anyone who is interested in sending their children to the nursery are encouraged to find out from the Staff Welfare Department.

15. Formality in Memos To:          Katherine Chu, Regional ManagerFrom:     Stephen Yu, SalesDate :     24 February 2009Subject:  My resignation I am writing to inform you of my intention to resign from G & S Holdings. I have appreciated very much my four years working for the company. The training has been excellent and I have gained valuable experience working within an efficient and professional team environment. In particular, I have appreciated your personal guidance during these first years of my career. I feel now that it is time to further develop my knowledge and skills base in a different environment. I would like to leave, if possible, in a month's time on Saturday, 28 March. This will allow me to complete my current workload. I hope that this suggested arrangement is acceptable to the company. Once again, thank you for your support. KC

16. Formality in Memos To: David N.K., Assistant Manager From: Sally, T.Q., Director Date: Tuesday, 24 February 2009   Re: Banning smoking David, I'd like you to look into the health and safety issues relating to smoking in the company's office, specifically: 1.What are the current regulations regarding smoking in the workplace? 2.What are other companies like ours doing re. smoking? 3.a.Can we introduce a ban on smoking in this company? b. If we can, what procedure do we need to follow? Could you please get back to me before the Senior Management meeting next week on Tuesday, 3 March 2009. Thanks

17. Setting the Tone "I hope that you will contact me..." "I know that this is a bit of a last minute request, but..." "You can reach me at 555-2233; I look forward to hearing from you." “I apologise if this sudden request puts you in a difficult position, but I truly appreciate the business deals that we have had and I trust the kind of services you have provided."

18. Setting the Tone Be Courteous and Sincere Not: You didn't read the instructions carefully, thus your system has shut down. But: The system may automatically shut down if any installation errors occur.

19. Setting the Tone Stress the Benefits For the Reader Not: I am processing your order tomorrow.But: Your order will be available in two weeks. Stressing reader benefits will help you to avoid sounding self-centred and uninterested.

20. Setting the Tone Use Non-discriminatory Language See slide on letter writing

21. Setting the Tone Use Appropriate Emphasis and Subordination Emphasis: Smoking will no longer be permitted in the building. The committee on employee health and safety reached this decision after considering evidence from researchers and physicians on the dangers of second-hand smoke. Subordination: The committee on employee health and safety has finished considering evidence, and they have reached the decision that smoking will no longer be permitted in the building.

22. Setting the Tone Ideas placed in the first paragraph of a document or message receive the most emphasis, followed by information placed in the last paragraph. You can subordinate an idea by placing it in middle paragraphs of your message because these paragraphs receive the least emphasis.