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Memorandum

Memorandum . Purpose. Flexible form of communication in the organization Function of the letter Effect of a report, briefings, instructions, brief messages Upwards, downwards, side wards Individual to department etc Duplication of memo. Ways of writing. On a blank sheet Memo pads.

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Memorandum

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  1. Memorandum

  2. Purpose • Flexible form of communication in the organization • Function of the letter • Effect of a report, briefings, instructions, brief messages • Upwards, downwards, side wards • Individual to department etc • Duplication of memo

  3. Ways of writing • On a blank sheet • Memo pads

  4. Format To: Ref: From : Date: Subject: (message)----------------------------------------------------------------------------------------------------------------- Copies to: Signed: Enc: (if any) Author

  5. Structure • Aid to the memory of the reader • Brief message • One-idea type • Can be used for informal reports, outlining new policies, giving briefings, instructions etc • According to the nature of the message, number of the people, who they are,

  6. Style • Remember the recipient • Position of the author & the recipient • Suggestions • Business like • Tactful • Other purposes

  7. Briefs

  8. Brief • A condensed statement or a written synopsis or an abstract • Summary of the relevant facts for a task, decision, meeting etc • Summary of the contents

  9. Informative • Clear & sufficient • Complete & detailed • Desired outcomes • Minimize misunderstanding

  10. Press Release

  11. Press Release • Brief news items or information imparted to the journalists for dissemination to their audience • Oral Forms: • Press Conferences, • telephone Briefings, • Audio/Video Recoded Reports or features • Written is preferred –convenient & helpful for the journalists---recordable, etc

  12. Purpose & Audience • Two purposes & two audiences • Journalists • Publication’s readership

  13. Structure & Style • No beginning, middle or end • Important points, no summary • Single sided • Double spaced • Wide margins • Bottom: day time, contact number • Time appropriateness • Embargo

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