Memorandums and Informal Reports

Memorandums and Informal
Reports
Week 6
Elements of Memo
Elements and Types of Informal Reports
Memorandums
• Memo –meaning reminder
• Used for internal communication within org—
policy, procedure, announcements, etc
• May be used to give update about projects
• Used for one-to all purpose
• Its mean objective is to Inform, but may be used to
persuade, call to action.
• Within org—informal , unofficial ,gossip is
grapevine
Memo--contid
• If budget cuts are a concern, then it may be
wise to send a memo explaining the changes
that are imminent.
• If a company wants employees to take action,
they may also issue a memorandum.
• Also used to align business and employees
interest and underscore the common and
beneficial ground
Elements of Memo
• It has a very specific format and lines which
are placed at top of page.
• These line are: To, From, Subject, and Date
lines.
• As memo is brief report-from one to two
sentences to one to two pages-
• Place the To, From, and Subject at left margin
• Date at the right of margin(generally speaking)
---Elements of Memo
• If using preprinted format, Just fill in Blank
otherwise follow these guidelines.
• Follow each item with a colon(:) and appropriate
information.
• Subject line must be very specific.
• Place name of those people who are to receive
copies below the name of main recipient.
• Sign to the right of your typed name.
Main Parts of Memo
• Headings and Subject Line
• Opening part—purpose of Memo
• Context—may provide the background
information, circumstances
• Task and Action Part- steps to solve the problems
• Discussion ---key points about support of
problems, solutions.
• Conclusion and Summary—overview of key info in
memo
Examples of Memo Format
• Memo Format 1:
******* Date Javed Ahmed To:
Tariq Mehmood cc:
Furqan AbbasiFrom:
Refurbishing of officeSubject:
:Memo Format 2
June 10,2020DATE:
Javed Ahmed TO:
Tariq MehmoodFROM:
SUBJECT: REFURBISHING OF OFFICE
Preprinted Format
Memo Example
• To: All Employees of the Accounting Department
• From: Mr. XYZ, Head of Accounts
• CC: Ms. ABC, HR Department
• Date: 25 October 2018
• Subject: Compulsory Training wrt to the New Software
• As you are all aware, we have recently adopted new accounting software at
the company. The decision was taken to improve our accounting procedure
and make it more time and cost efficient.
• A training seminar will be held on 5th November 2018 at 9 am to
familiarize the staff with the new software. This is done to make the
transition between the software as easy as possible. All employees of the
department are required to attend.
Example
• To: All Staff
• From: Steve Tailor, Production Manager
• Date: August 14, 2018
• Subject: Changes in Tea Break Timings to Reduce Non-Productive Time
• Dear Co-workers,
• Based on production reports and in-out time reports from past three months, we
have observed that the Tea break timings are not being followed strictly. It has
affected the overall productivity and discipline level on the production floor.
• Current tea break time is of 15 minutes in the morning and 15 minutes in the
evening, but employees are taking 30 minutes in each break. From the reports,
we have observed that average employee is spending 30 minutes more in tea
breaks (15 minutes in each tea break) resulting in 10 non-productive hours per
employee per month. We have 250 employees, so the total non-productive
hours are 2500 hours per month. You can imagine how much lose the company
has to bear due to this practice.
Example
• Current tea break time is of 15 minutes in the morning and 15
minutes in the evening, but employees are taking 30 minutes in
each break. From the reports, we have observed that average
employee is spending 30 minutes more in tea breaks (15 minutes
in each tea break) resulting in 10 non-productive hours per
employee per month. We have 250 employees, so the total non-
productive hours are 2500 hours per month. You can imagine
how much lose the company has to bear due to this practice.
• Therefore, it has become very necessary to revise the break
timings and implement the new Tea break rules. It will help us
achieve more productivity by reducing the non-productive time.
New rules for the Tea break will be as follow s.
1: Tea breaks will be only for 15 minutes.
2: Production staff will be going on a Tea break from 10:05 AM to 10:20 in the morning and 4:05 PM
to 4:20 PM in the evening.
3:The process quality group and quality assurance group staff will be going on a Tea break from 9:45
AM to 10:00 PM in the morning and 3:45 PM to 4:00 PM.
4:The employees will be going for the tea break in two groups, i.e. all quality testing staff will be
going for a break first. All production staff will be going for a break after the quality testing staff is
back from the break.
5:All staff will be using Time-In and Time-Out system to ensure that the time is not logged as
productive time while they are in a tea break.
• These rules will be helpful in curbing the improper practice of taking longer than stated tea breaks
and will improve the overall production. Sending the staff for the tea break in two groups will ensure
that the production and quality testing are not stopped at the same time.
• It will also help utilize the tea break area in a comfortable way as it will reduce the rush at the same
time.
• I look forward to all staff for the cooperation which will help improve their productivity and
ultimately the growth of the company. It will enable the company to pay more bonuses and pay
raises in the long term.
• Thank you,
• The Production Manager

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