PART III. Research Section

1.Read the following story to find the answers to the following questions:

A.

1) What is the main idea of the story? ……………………………………………………………………..

2) What is the main function of a memo?..........................................................................................................

3) Is it a form for internal or external communication? ………………………………………………………………………

4) Do memos go out for clients?

………………………………………………………………………

5) Are they more formal or informal?

………………………………………………………………………

6) Are memos serious documents?

………………………………………………………………………

7) What are the basic rules in writing a memo?

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WHAT IS A MEMO?

A memo – or ‘memorandum’, to give it its proper name – is a form of written business communication. Memos are passed internally, i.e. within a company. They never go out to clients. For this reason, they differ from other forms of written business communication which are sent to clients or other parties not directly employed by the same company. However, although less formal than some correspondence to clients, memos are serious documents which are almost always carefully filed. They are not like telephone messages or quick notes to colleagues about lunch plans or tennis matches.

Every company may have its own in-house rules for writing memos and

the format may vary slightly but, generally speaking, the following are

some basic rules:

· Memos always have a subject heading and this must be written clearly.

· They are only about one subject.

· They need to be clear and concise.

· They should not be longer than one page.

· Names are kept brief – (e.g. P Jones rather than Mr. P Jones, even Peter is

possible). In some countries, positions (e.g. Sales Manager) are used instead of names.

· No addresses are used (although sometimes departments may be included).

· They do not have full greetings or closings.

· A company will often insist that the employees use a certain style of language. For example, however inelegant it may sound, some multinationals insist that all memos begin ‘This memo recommends the purchase of …..’

or ‘This memo summarises the conclusions of the recent meeting held between staff in Logistics on 3.4.o8.’

· They are usually just initialled by the sender – not signed in full

A. A possible correct order:

1. The name of the person to whom the memo is sent

2. The name(s) of anybody else who will receive a copy of the memo

3. The name of the person sending the memo

4. The date

5. The subject heading

6. a brief introduction to the memo, either giving background information or the main point of the memo

7. the body of the memo

8. the conclusion or recommendation

9. a request for cooperation

10. a deadline

11. the initials of the sender

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