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Case study 2 – Preparing a memorandum
Memorandums (commonly referred to as memos) are only used for internal communication within an organisation, such as:
- within one branch of an organisation, eg from one department to another in the Newcastle office
- between branches or offices of the same organisation, eg a memo from the Sydney office to the Newcastle office.
Hints for preparing a memo:
- The subject (Re: …) contains the most important information.
- A memo should not be too formal and should contain just the facts.
- There is often no greeting or salutation (Dear…), as this is not usually required in a memo.
- There is often no signature or name at the bottom as the sender’s name is included at the top of the memo so it is unnecessary to repeat these details.
Scenario
The office manager, Ellie Gow, has asked Alexi, the junior consultant, to prepare a memo to ALL STAFF with a copy to her.
Alexi is to advise staff of the time and date of the next building emergency evacuation drill, to be held at 11.00 am on the last Wednesday of next month. He should refer to his office diary for the exact date and include this in the memo.
Staff should also be reminded to note the date and time of the drill in their diaries as it is mandatory for everyone to participate.
Alexi should also request staff to advise Ellie if they cannot attend.
Activity
Referring to the scenario above, download and complete the blank Memorandum.
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