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In business，a letter is used to communicate with someone outside the company．When you wish to write to someone within your company，you will send a memorandum．Memos are used to communicate with a company other employees，regardless of where the employees may be located—whether in the same office，in the same building，or in a branch office many miles away．Interoffice memos are frequently used to announce staff meetings，employee promotions，vacation schedules，and so on;issue instructions;transmit other documents;provide information in the form of informal reports;summarize and confirm the results of departmental meetings and the major points of discussions among staff．

Because the interoffice memorandum form was developed to save time，the formality of an inside address，salutation，and complimentary closing is omitted．In other respects，however，office memos and letters have a great deal in common．

When to Write a Memo

(1)If a response is required from the reader;

(2)If you are communicating with only some of the company personnel;

(3)If you want to make sure that important information is received by everyone．

The Purpose of Writing a Memo

(2)To request action;

(3)To build up goodwill．

Since memos are used internally，different companies use different formats．But most memos have the same basic parts．Study the memo below for one of the formats and the basic parts of a memo:

To:Mr．Kingswick，Course Coordinator

From:Barnsby Campbel

Date:19 November，2014

Subject:Lesson Plan for 28 November Lecture

I intend to teach memo writing in my next lecture．I plan to cover the following parts:

This is omitted in a memo．As internal communication the reason is obvious．

It is more polite to put Mr．，Mrs．or Ms before and the office after the name of the recipient．You may sometimes address the readers as a group．

This is a phrase to tell the reader what the memo is about．Sometimes only the phrase is given without the word“Subject”before it．

These should be short，less than 10 lines，and each paragraph concentrates on only one idea．Sometimes for memos with three or more paragraphs，it is advisable to begin each with a heading in capital letters to tell what the paragraph is about．Another practice is numbering the paragraphs for easy reference later on．

This is written as c．c．for short．As in a letter，it lists the persons who are also receiving the memo．

Only the initial is needed．The office and the name in print of the writer are omitted．In more casual memos there is no signature at all．

Any thoughts on my notes?Anything to add?Let me know at tea break．

c．c．Mr．P．L．Ducke，Training Officer

The Organization of a Memo备忘录的结构

A memo may have only one idea，which can be written in one or two simple sentences．In this case，there is no need for an introduction or a conclusion．Look at the memo below:

To:Joseph Smith，Company Director2

From:Jack Cumber，General Manager

Subject:The interdepartmental Monthly Meeting

The meeting will be held as scheduled in the usual place．Prepare to answer questions on your proposal．

However，many memos will have a more complicated message which needs to be broken up into several body paragraphs．A memo with complicated ideas should be organized like a long letter，with an introduction，some body paragraphs，and a conclusion．

a．A Memo of Proposals

As you know the company is contemplating opening a new machine shop in the near future．Our operations have been expanding so rapidly that such development now appears inevitable．

There are a number of questions which we need to be thinking about and which I would be grateful to hear your opinion concerning the idea．

1．The choice of new machinery would like to know whether you think we should buy or hire new equipment．

2．Then I would like to hear your proposals on which machinery we should consider acquiring．

3．Closely connected with the purchase or hire of machinery is the matter of maintenance．We clearly need to consider the question in making our decision．Labour costs for maintenance staff will also need to be discussed．How many new staff will be required，for example?

4．At the same time I would appreciate it，if you could provide me with estimates3 of the probable working life of the equipment which you propose．

Could you please let me have your preliminary thoughts on the questions in time for our meeting next week?

b．A Memo of Requesting Information

The board urgently requires feedback4 on our experience with PCs in Northern Branch．I need to know，for my report:

1．What you personally use your PC for and your reasons for doing this．If you are doing working that was formerly done by other staff，please justify this．

2．What software you use．Please name the programs．

3．How many hours per day you spend actually using it．

4．How your PC has not come up to your expectations．

5．What unanticipated uses you have found for your PC，that others may want to share．

Please fax this information directly to me by 5 p．m．on Wednesday，7 December．If you have any queries5，please contact my assistant，Jane Simmonds，who will be visiting you on Tuesday，6 December．Thank you for your help．

c．A Memo of Tour Arrangement

1．We have found a new carrier for Tour 5210．This is DTL Aviation company．

2．All clients who still want to take this holiday must reconfirm their bookings as soon as possible．

3．They must also check in at Gatwick Airport by 0825 on the day of departure．

4．Please write to all agencies and tell them this．

d．A Memo of Advice

To:Export Dept．　From:Technical Dept．

Date:8 June 2014　Subject:Jarritos

Re:Repair of capping machine as the above department

Work will begin:end of next week

Work will take:1－2 weeks

Deposit required:US $ 800

Our repair will be guaranteed for 6 months．

e．A Memo of a Business Trip

From:Office of the GM　Date:Feb．1

To:Sec．Head　Subject:Trip by GM6

Below are details of the factories that the General Manager will visit．In each one，the GM would like to speak to all members of the Production Dept．Please inform each factory and ask them to cancel all other appointments．

March 8 Kuala Lumpur7

f．A Memo of a Report

To:Project Planning Dept．　From:General Manager

Date:Jan．5，2015　Subject:Aqua Warm BV

I have looked through our records of the work that we did at Perfecta Ltd．The heating system was checked three times before it was turned on．We are absolutely sure that the explosion is not our responsibility．

I suggest，therefore，that Perfecta writes to Aqua Warm to claim compensation．

Please write to Perfecta(address:61 Bath Road，Worcester，England WR5 3AB)and explain our position．

(1)Consider your job level in relation to that of the person to whom you are writing．

(2)Gear the tone of your message to the subject you are writing about as well as to the person to whom you are writing．

(3)Stick to the subject of your memo(don't mix several different topics in the same memo)．Identify the subject in the heading，and get into it immediately in the first paragraph．If your memo is a follow-up to a previous memo or a request from the reader，it is usually a good idea to make a brief reference．

(4)Organize your message in a manner that is easy to follow，easy to read，and easy to understand．

(5)State your thoughts clearly，correctly，and concisely．

(6)Indicate what your reader is to do in the closing paragraph．Be specific not only about the expected action but also about the time of the action．

(7)Memos are meant for quick and easy reading，and are also kept in files for future reference．Therefore，the writing in a memo should be especially clear and concise．You can do this in several ways:

a．Use the active voice rather than the passive voice．

b．Use simple，action verbs rather than long phrases．

c．Use single words like“since”，“although”，“if”，and so on to link your ideas．

d．Underline key words to attract the reader's attention．

e．Number your paragraphs or points．

f．Tabulate9(put into columns)information involving lists of numbers，prices，dates，and so on．