1

Business
Communication
 Format of Memo 2
• Very flexible.
• Used within an organization for communication at all levels.
• It is used for reports, briefings or instructions.
 Tone of Memorandums 3
• Memorandums are written in the first person.
• The tone of the memo is influenced by the position held by the writer
in relation to that held by the receiver.
• Topic under consideration.
• Personality of the reader.
 Flow of Memo 4
• A memorandum may be send upwards, downwards or
sideways.
• It may be sent from:
• one individual to another.
• one department to another.
• one individual to a department or larger body of staff.
• The channel will be the internal mail system of the
organization.
• range from a bank of ‘pigeon holes’ for delivery and
collection in person.
• Special ‘internal mail envelops’, designed for re-use.
 Format 5
Organization name (optional)
‘Memorandum’ heading

‘To:’ (recipient’s name or designation): ‘Ref:’ (for filing)

‘From:’ (author’s name or designation) ‘Date:’ (in full)
‘Subject:’ (main theme of message)
The message of the memorandum is set out like that of a letter:
good English in spaced paragraphs. Note, however, that no
inside address, salutation or complimentary close are required.
‘Copies to:’ (recipient (s) of copies) ‘signed:’ (optional)
‘Enc.:’ to indicate accompanying material author signs/initials
 Writing Memorandums 6
To:
From Date:
Subject
Main idea
Opening paragraph or sentence, the reason for writing and
context of the message, including appropriate details.

Explanation
Necessary details to support the opening statements. Here the
substance of message is set out logically and clearly. This may
be less formal than a letter, so you can use numbered points.
 Writing Memorandums 7
Closing
State clearly what is required of the recipient in response.
 Organizational Plans 8
• You may find it necessary to write a persuasive or bad-news
memo.
• You may like a step-by-step method to your request or bad
news.
• Allow reader to complete reading the memo and come to the
conclusion with you.
• Allow reader to see the reasoning that leads or supports to the
idea you one conveying.
• Maintain goodwill.
 Organizational Plans 9

Structure & Style (A5 memo)

• A memorandum, as the name suggest is an aid to memory of

the reader.
• A5 meme is used for brief messages.

i) Providing confirmation and record of the various plan

decision & activities of the organization.
 Organizational Plans 10
A4 Memo
It may be used for:
i) Making informal reports.
ii) Outlining new policies.
iii) Giving briefing & instruction etc.

Why are memorandum written

Written records help to:
i) determine responsibility.
ii) clear up inconsistencies.
iii) record needed information.
 Circular 11
Introduction
• Circular letters are used to send the same information to a
number of people.
• Extensively used in:
• sales campaigns.
• announcing important developments in business.
• A circular letter is prepared once only and it may then be
duplicated for distribution to the various recipients.
 Circular 12
Writing Plan
Although circulars are being sent to many people, it is important
to suggest an interest in the recipient by giving them a personal
touch.
• Be brief – people will not read a long circular
• Make the letter as personal as possible by addressing each
letter to a particularly person, by name if you know it.
• One recipient will read each individual letter.
• Create the impression of personal interest by using you.
 Circular 13
• Explain why you are writing with more care than you would if
you and your topic were already known to the recipient through
previous specific contact.
• Express yourself in a way that will be understandable and
congenial to everyone in a wide audience with varying
backgrounds and abilities.
• Don’t include detailed information or complex ideas.
• Make your letter more persuasive – not just to achieve its
purposes, but to motivate the recipient to start reading it.
• Use word processing technology to personalize the circular to a very
large extent.
 Circular 14
Dear Mr Ali
We are pleased to announce the opening of our new Higher Secondary
Branch at the above address from the coming session starting from
September 2.
Mr Hassan has been appointed Principal, and with his 20 year’s
experience in education. We are sure that quality education will be
provided.
Full admission fee is being wavered off to students getting admission
by August 25. A special 25% discount in monthly fee will be given to
students getting admission on kinship basis. We hope our students will
enjoy the same standard of education which is the hallmark of our
education system.
Yours sincerely
 Circular 15
Dear Mr Ali
To meet the growing demand for cosmetic products in this area we have
decided to extend our business by opening a new department.
Our new department will carry an extensive range of cosmetic at prices,
which compare very favorably with those, charged by other suppliers.
We would like the opportunity to demonstrate our new merchandise to
you, and are therefore arranging a special window display during the
week beginning 2nd June. The official opening of our new department
will take place on Friday 3rd July.
We hope you will visit our new department during opening eek and give
us the opportunity to show you that it maintains the reputation enjoyed
by our other departments for giving sound value for money.
Yours faithfully