procedure memo This is a topic that many people are looking for. thetruthaboutdow.org is a channel providing useful information about learning, life, digital marketing and online courses …. it will help you have an overview and solid multi-faceted knowledge . Today, thetruthaboutdow.org would like to introduce to you How to Create a Basic Memo . Following along are instructions in the video below:
“In this video. We re gonna talk about how to create a memo from scratch. Scratch. Now what we re gonna do is we re going to make a very memo usually in your workplace or whatever organization.
You re working at they will either have a template for a memo or you can find a template from online either for microsoft word or google docs here at what i m going to teach you is how to be able to create a memo. Without any templates or anything like that the thing about a memo is that it is one step lower in formality than a letter. The letter is in business and you know usually in life is a very official document. So a letter can be in the form of you know what an essay or it could be in form of any kind of professional and serious communication.
That you might get from your lawyer or from the university or from the government. The memo is something that you would use inside an organization to communicate with other people inside the other organizations so you can get your memo from your boss. You can send a memo to your colleague um or you can send the memo to your boss. Etc.
Okay. So here in formatting you want to make sure because it s different than a letter and it s shorter than the letter unless formal you can just start off right away. With you know basic pieces of information. The basic piece of information that you ll need of course is the two for the two section.
So i ll go ahead and click here in the document. You re also going to need it from subject and the subject can appear as you know the word subject or it appears. The word ar e. Which just means regarding on the third thing.
Of course is the date make sure that your memos are dated correctly. And if necessary a cc section. Now you should have you know these five things usually in the or in this order. Although.
Sometimes you could have the cc section. Right after the front ok um. But definitely you should have the two from subject date..
And cc. Part carbon copy all right carbon copy is from a time. When we used to have to write in triplicate. The forms would be on top of each other the same form and they would have like some sort of chemical or document underneath it that will allow you to be able to write and press.
Hard and then it ll make copies of it as sort of a carryover from that time period. Okay so the and here i m going to go ahead and construct a memo you would write and then a colon to say that you know where it s from so student from mr. Taine and in subject. Memos.
The date would be here in february. 2nd. And then the cc it could be like to somebody you want to send it to that isn t responsible for but you want them to be aware of it you could there s also another one called a bcc and you really don t put this on the memo bcc means back carbon copy and that s sort of a hidden copy that you give to someone else that should know. But you don t want everybody else to know what it is okay.
That s what the bcc is now you see that when it appears on emails. Because emails are designed from the basic structure of memos in fact many times emails are memos. But then they can cross over into very very casual notes versus. The memorandum is not a casual note itself all right i m gonna go ahead and i m gonna title this document and here you have the you know the alignment so instead of spacing you can use the default things.
Here that will make it nicely aligned. If you haven t learned that part yeah now see see here i m gonna go ahead and cc hmsa. Mr. Lander so he knows okay the thing about memos here is still in a full block format.
And what i would recommend is that you give subheadings your paragraphs. Don t need to be long. And they can be about one to two sentences. If necessary um and they could also be long just remember that time is money and the reader in your organization.
Doesn t surely have all the time in the world. So you want to keep your riding as short as possible here. I m gonna go ahead and just you know talk about subheadings..
I m going to create a subheading here subheading titles inter subheading titles to start off each section and you could decide on what what your sections are necessary now you don t really need to have subheadings. But it helps your reader and anything that helps your reader increases your chances of being accepted. Okay. So this will make the the letter.
Easier to read or the memo. If you put subheadings in there make sure you make them distinguishable from regular text by bolding or underlining do not make them larger font as that will look ugly so for example. It okay and sometimes i could do all caps. But make sure that it s the same font.
Okay the second kind of thing that you want to put in aren t you know your paragraphs and i sort of hit on that already paragraphs should look like the ones on this page short flushed to the right and not indented. Separate each paragraph. Because this is block format with one space between each one line space. That is okay.
So let s go ahead and make that clear line space between each and then this isn t since this is a section. I m going to go ahead and bold it my next section. I m talking about sentences. And i sort of mentioned it before key sentences.
As short as possible and in business. You know as a rule of thumb in business. I keep them between ten to twenty words. Okay anything longer is unnecessary.
Okay. Choose your words. Carefully. So you as precise as possible.
Avoid. Fancy or complex. Terms..
And your audience trying to look smarter at the very least will make you look insecure alright at most is bad for your ethics or credibility. So mind your audience. If i ve taught you anything. It s that you should keep your audience in mind.
When you re writing and now formatting may not be the most important thing. But it is what people see first and it is what they use to judge you words do not usually use contractions and this is an important point and contractions are you know don t want i ll you know on all the things that use the possibly apostrophes for so make sure you avoid contractions. When you re writing memos and stuff like that even though it s an informal thing you want to make sure that you avoid that also spell out numbers stop numbers smaller. So those are things that i you know as a rule of thumb.
Although there are other rules that might say like oh spell out numbers smaller than 20. I usually you know don t spell out the words if they re less than 100. Sometimes you know it depends on your organization. It depends on you know who in your organization determines.
The rules. So you want to make sure you check with that person. So avoid slang or terms. That your audience you may not know so.
If you re writing to an older audience and you use you know texting terms or your own slang based off of your hip hop culture or whatnot. Right you want to avoid that okay. It s appropriate when you are working with people in that group. But it s not when you are working with people that are outside so keep that in mind.
It s not wrong to use different terms all right. It s it s wrong in the inappropriate context. So you want to make sure you are aware of that rather than communicating the same way to everyone you want to be able to adjust to your customer or your audience. Okay.
If your words are not understandable. Okay. Your reader may dismiss your writing..
Okay. So i m gonna go ahead. And put some finishing touches on it they are bolded and what i would do is i would build these to distinguish the person from you know the the subject here so like from subject date cc. I would build those so that the name following after it would be you know would stand out a little bit more so that way you can you know as you re reading.
It the eyes. Generally go straight to the bolded sections or the small caps or whatnot. And you know that sort of guides your reading. It s good to have section titles and sections in your memo.
So that the reader. If they don t have time can just jump to the part that they need you want to keep that in mind. I ve seen many memos where there s just gigantic paragraphs and blocks of text. There s no break or no place for the ice arrests in indesign.
We call that whitespace if there s no white space. It makes it harder to read. And it makes your document less receptive to the person reading. It you certainly can play around with the formatting like for here.
I ve done it before where i ve inserted a table so everything can be nicely aligned. But that s not necessary now if you re going to send this by email or you re gonna send this online then this is perfectly fine. But if you re gonna print it out and hand it to someone make sure you sign by hand your initials right after your name alright. So if you re gonna hand it in or print.
It out make sure you sign and initial. It that s the only thing that you would write on the memo unlike a letter alright thank you ” ..
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