Group members: rafay usman shariq amin Wahaj hashmi Mohammad Shehreyar

Memo is a business-oriented style that is best suited for interoffice correspondence.

OR

A memo is a written document that stays inside the company memos are written to get someone to do or understand something

solve problems by:

informing persuading refuting arguing analyzing

one person several persons one or more groups a whole community

Get Personal. Be conversational Don't show off. Avoid "smothered" words. If you're not sure, check. Don't be trite Visualize the reader. Make the bottom line the top line Close with a call to action Keep paragraphs short. Don't give too many whys

Information problem-solving persuasion internal

used to deliver or request information or assistance first paragraph provides main idea second paragraph expands on the details third paragraph outlines the action required

suggests a specific action to improve a situation first paragraph states the problem second paragraph analyzes the problem third paragraph makes a recommendation

used to encourage the reader to undertake an action he or she doesn't have to take first paragraph begins with an agreeable point second paragraph introduces the idea third paragraph states benefits to the reader fourth paragraph outlines the action required fifth paragraph ends with a call to action

used to convey suggestions to senior management first paragraph states reason for writing second paragraph outlines present situation and states writer's proposal third paragraph describes advantage(s) fourth paragraph mentions and diffuses disadvantage(s) fifth paragraph ends with a call to action

1. Introduction states the general problem or main idea 2. Statement of facts states the facts or discusses the problem or issue 3. Argument explains importance or relevance of facts 4. Conclusion

To:

recipient (individuals and/or groups) From: you/office (e.g. Student Affairs)/group (e.g. Social Committee) CC: more recipient(s) Date: use correct names/designations for recipients include titles when appropriate

specific, concise and to the point Indicates the memos purpose or topic One of the most important lines in a memo Provided using several key words Typically, it is the last line to appear before the body e.g.: Request for assistance with grant project Consequences of recent material thefts

complete summary of your memo provide:

context task/action/request summary of the rest of the memo

Best: put your intent into the first sentence

arrange facts in a logical order dont provide more detail than necessary Keep the paragraphs brief use bullet points where appropriate use correct structure bullet points (e.g. no standalone bullets)

If necessary, summarize what you want recipient(s) to do. Provide clear instructions, including deadlines where applicable. Provide further references/contact information when appropriate.

grabs the reader's attention provides information, makes a recommendation, or asks for action supports your position or explains benefits to reader mentions next steps and deadlines

Mississippi State University Agricultural Information Science and Education P.O. Box 9734 Mississippi State, MS 39762 TO: Dr. I. B. Brigh FROM: I. M. Ready DATE: April 11, 2002 SUBJECT: Status Report for March 2002 Listed here is the status of the information technology project for the past month. Data Collection Collected data from 8 schools and entered it into the computer. Scheduled dates for data collection at 9 additional schools. Focus Groups Held five focus groups at three community college. Scheduled 3 additional focus group meetings for April. I would be pleased to provide additional information.

Thanks