How to Format a Business Memorandum
Business memorandum or memoranda also called memo or memos — are specially formatted written communications within your business. A memo's format is typically informal (but still all-business) and public. Memos typically make announcements, discuss procedures, report on company activities, and disseminate employee information. If you have something confidential to communicate, don’t do it in a memo.
The tone of memos usually is informal and friendly. Although you don’t need to be curt, officious, or patronizing, a certain succinctness is acceptable. Structure the memo so that the most important information comes in the first paragraph and that subsequent paragraphs spell out what's discussed in the first paragraph.
All memos are structured similarly. They have the following elements:
- An addressee: Flush left, in capital letters, near the top of the page
- The sender: Flush left, in caps, immediately below the addressee
- Date: Flush left, in caps, immediately below the sender’s name
- Subject: Flush left, in caps, immediately below the date
Use suitable paper for your memos — white bond, either note size or standard to fit most desk in-baskets. This figure shows an example of a properly structured memo.
Some people appear to think that memos, because they're public, are effective management tools. Although memos are effective for direction and suggestion, criticism and praise are best given in person.
Even though the majority of information today is conveyed via e-mail, you still need to use the correct style when sending a memo in the body of an e-mail. When you’re conveying larger amounts of information, send that information as a properly formatted memo attachment. The message itself can contain the correct headings, numbered items, and other formatted information that an e-mail does not allow as easily.
Notice writing
A notice is a very short piece of writing is usually formal in style. it is widely used by individuals and organizations to announce events and celebrations, births and deaths, occasions like inaugurations or sales, to issue public instructions, to make appeals and to extend invitations besides issues notice of termination to the employees or other way round i.e. notice of leaving the job from the employee to employer. Most notices are meant to be pinned up or pasted on special board meant for this specific purpose only. There must be one more such notice boar in the school and other organization. Whereas notice issued by the government departments and other big organization also appear in various newspapers.
How to write a notice
Writing an effective notice is a kind of art that can be acquired with practice with keeping some basic points in mind while writing them out. Your notice should give complete information and must be written in a clear and lucid style and easily understandable language.
Content that a good effective notice must include in it are:
- Name of the Organization, Institution or Office issuing it.
- Date of issuing of a particular notice.
- The heading ‘Notice’ to make it very clear.
- A suitable description/ eye-catching caption or heading to hold the immediate attention of the reader.
- Purpose for which it has been written like calling a meeting, drawing attention, making an appeal or informing general public about some issue of concern etc.
- Details of schedule i.e. date, time, venue, programme, duration etc. in case the notice is about an event to be organized in the near future.
Format of Notice Writing
.webp "Notice_Title_(Official_or_Non_Official)")
Notice circulated for some kind of official/non-official Meeting should definitely have:
- Date
- Time
- Venue
- Agenda / Purpose
- Who is to attend
- Specific instructions
- Contact person Address
Format of Notice Writing
Notice circulated for some kind of official/non-official Meeting should definitely have:
- Date
- Time
- Venue
- Agenda / Purpose
- Who is to attend
- Specific instructions
- Contact person / Address
Format of Notice Writing (Event Notification) with Example
Notice for Lost and Found of article or other valuables
- Article Lost / Found
- Date
- Time (approx.)
- Place
- Identification marks (color, size, contents, material)
- Contents
- Whom to contact, when and where
- It is not compulsory to follow the format in the same manner, one can place Date, Time, Place along with Event Name, under the Event Name but always in the Top Section of the Notice.
- Similarly, one can change the Placement of other Essentials as per one's Layout, Design or Criteria.
Format of Notice Writing (Lost or Found) with Example
Notice issued for informing the masses/general public for change of Name:
- Drawing attention
- Existing name
- Address
- New Name
- Reason of Change
- It is not compulsory to follow the format in the same manner, one can place Date, Time, Place within the Description / Content (para), one can also highlight these with Bold Letters or Underlined or Differently coloured Alphabets.
- Similarly, one can change the Placement of other Essentials as per one’s Urgency. These can also be highlighted with Bold Letters, Underlined Letter or Differently Coloured Alphabets.
- One can also include Photos of Missing Person, Missing Dog, Lost Item depending upon the budget and other considerations, not required academically or grammatically.
Notice informing about Tours / Fairs / Exhibitions / Camps to be organized in near future
- Name and Nature
- Occasion
- Venue
- Objective – information, awareness, appeal, invitation etc.
- Dates / Timing
- Expenditure / Entry fee etc.
- Beginning / Conclusion
- Place (for Tours)
- Duration: From ___ to ___
- Contact address
- Specific instructions (e.g. do’s & don’ts, visiting hours, etc.)
Important Points to Remember while writing a notice:
- Notices can use capital letters for details such as names of organizations, captions, and important detail within the message itself.
- The date of the notice can be placed at the top right or left, or bottom right or left-hand corner.
- The entire content of the notice is centered within a ‘box’.
- The individual responsible for issuing the notice indicates the name below the signature (in parentheses), followed by their designation.
- Complete sentences need not always be used in all types of notices. Abbreviations and symbols can also be used.
- Usually, future tense references predominate over other tense forms.
- There is penalty for exceeding the prescribed word limit (i.e. 50 words for the body of the notice).
0 Comments