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“Everyone and welcome to our next lecture on memo. So let s begin right so so memos is actually the short form for the word memorandum. Okay. Which is the word to mean to be remembered so basically a memo is a kind of document will you write to remind certain people or to remove to remember certain information or instructions now as compared to business letters and emails.
Where it is normally external communication. Where which means that it is communication between your company and other parties outside of your company now to compare with that memos are actually the internal form of communication within a company so within people in the same office or between people in different departments. But in the same office or to everyone within the company. So it is an internal form of communication in athirst as a historical record.
It is a record ok document that records all the company s activities or certain actions or maybe changes in policies or updates on different things or changes. Within the company. And it has to be concise and to the point now so let s look at the format of memos previously. What we have done our business letters and emails and i m sure you re quite familiar with the format by now so now the new type of format that we re going to learn is for memos to compare that with a letter.
Well you no longer need addresses mailing and return addresses. You don t need that anymore. Because it is within the company. And you don t need salutations like we used to do at dear.
Sir or madam. Dear mister. Dear. Miss all that no longer need it even the complimentary close.
Where you end with your sincerely at the end and you sign your name is no longer needed in a memo. So it is really concise and straight to the point. Ok. Now let s look more typically into the format so compared to letters.
You don t have the title. You don t write business letters at the top. But in a memo you have to write memo or memorandum in capital letters. And it has to be centered right in the middle at the top of the page now if it is on the pre printed.
Memo sheet. Which is a what we probably happen when you work in a company. They already have a fixed format of a metal sheet right. It s already pre printed.
Then you don t have to write the title. It will appear below the company logo and name. But since you are going to write it on a blank piece of paper. You have to write the title capital letters.
In the center at the top of the page right now for the headings. We learned in business emails that the order has to be from date to cc subject right you re supposed to memorize this now in the memo. It s a little different it starts with 2 then from then date and subject. So this is the format that you need to follow for the heading of a memo.
So in the to section. You need to write the recipients full name. And you don t need mister. Miss doctor or whatever like you do in letters.
You don t need that just their full name comma and then followed by their title or position or it could be a general term for example all employees of abc. Cindy remember hud okay then from of course would be your full name comma your position for example head of sales or whatever. And then you sign your name right next to it okay then in your date. And just like in letters.
And you know it should be spelled out in full to avoid misunderstandings so you write 7 april 2015. And not 7 4. 15. Now what do i mean by avoid misunderstanding is because in certain countries.
This could mean 7th of april or it could also mean july 4th. 2015. So to avoid that kind of misunderstanding just write it out in full just like your letters and emails in your subject. It should be clear it should be specific and in sentence case.
Exactly like your business letters right okay now in the body. It s a slightly little different format. Because you have to understand that memos can be short. And it can also be long and because you want it to be concise and straight to the point and make it easy for people to read people who don t have a lot of time well you may want to include point forms.
So the order is usually an introduction or an opening. So you give them all the information that they need to know of course you have to mention the objective and then the necessary background information. So that readers are able to understand what the purpose of the memo is okay so who what where when why kinds of information. Then you can have a summary.
Where you present only the most important points in your memo and it could be bullet. Points. You know in a bullet list. So that it s clear and easy for readers to read there could be a discussion session.
Where you include all the details of the memo. Whether it is information or the instructions. And you may also include for reference previous events. You know that is related to the current one or previous actions that have been taken previous decisions.
And that will help us to understand how it has changed why it has changed why it has to change these kinds of things so this kind of information. Extra information is called the discussion part to help the readers understand why the information or the instructions given right now is important and then you close right by giving observations you can make recommendations. Suggestions and propose solutions or actions. What do you want them to do with the information.
Now okay so these are some of the examples. Okay you have your title in capitals in the middle at the top your heading should be in full not like the example here this one is a little bit this is not the format that i want you to do you have to write it out in full. Okay your name your signature or initials. The subject matter must be clear and specific now here.
You must have a line draw a line after the heading and then start your memo okay in the body. You can have it could be numbered. It could be bulleted doesn t matter as long as it is as it is aligned left meaning. There s no indentation.
No paragraph ii you have a different paragraph. But you don t have to indent. It go a little bit in so everything flushed to the left. Just like your fully blocked letters.
Okay. Another example here your title capitals in the middle. And then you put a general one like all uah faculty and staff. You write your name from comma and new position and your signature right the date in full k.
The subject in sentence case you have your line and there s your memo with bulleted numbered points all right so let me just go into the two different types of mammals basically there are only two one is informational because it delivers information the other is instructional because it delivers instructions. Okay so information will be probably on this meeting coming up or there s a seminar or there s changes and some policies changes in pricing. But instructions would require alright here is the problem and these are the solutions. The instructions that they need you to take okay.
These actions that we need you to do in order to solve that problem so two types of memos and i ll go into that now for an informational memo right it conveys one or more pieces of information. So basically. The main focus of the memo is the information whether it s new or it could be all the information that you want to remind your staff or employees you want to refresh old information. It could be that also and important is it provide a reason or reasons.
Why the information is relevant to the reader now that s in important you can give all the information. But you have to connect it to the reader tell the reader or show the reader in the mmm. Oh. Why do i need to know this information okay in terms of organizing.
It you should present the most important information first okay and in the memo make sure they answers all the wh questions like what where when why okay. And so. What this is the important part this is why do i need to know this information so what now why do i do with it okay. So that s the so what question and you want to end by offering to be off assistance.
They say if you need any question. If there any questions or uncertainties of dogs you can t offer to help all right so. That s informational. Now instructional.
You convey more one or more directives or instructions for example from now on you need to do this you should do that you have to do this okay. So you re calling for and you are expecting certain actions to be taken. Now. That is the focus of an instructional memo.
Okay and to make it an effective kind of memo. You need to provide enough information for the readers to understand what the instructions are okay. Exactly what they are who is the important person who issued these actions when will it take effect and why these actions need to be taken all right you have to explain the importance here you are telling people to do things you have to explain to them at least why they need to do these things right okay. So it s very important to build the background information or situation to show why those instructions are relevant or important.
So you can include into the discussion section to show readers how these instructions that you are giving them will fit into the larger picture. Yes. You re asking them to do that but how will it benefit them how will it benefit. The company in a larger picture.
Okay your summary section. Which is before the discussion actually can include bullet. Tip directive. So you give the main points in bullet point.
Form write complete sentences of course of what you want your employees or the people that you re setting the memo to to do okay. And that will be discussed or elaborated on in the discussion section in case. They give the point forms first so that readers are able to see it and understand it clearly and then you discuss it in the discussion section. Why is it important for the bigger picture then of course you end by offering to be of assistance and show that here you know although i m asking you to do all these things i m still on your side.
Okay. You still have my support so yeah. That s about it right and we ll just discuss further and do more practice in class. So thank you bye.
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Lecture on informational and instructional memos for COM2111 Writing Skills.
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