Guide for Writing Memoranda
Guide 1: Write clear subject headings.
1. Subject: Installation of Coffee Machines
2. Exp. Trade Fair, June 2oo4
3. Subject: Operating Instructions for New Copying Machines
4. Re: Personal Computers
Guide 2: Make a direct indication of the matter or situation discussed.
1. The Board is thinking of installing automatic coffee machines in the offices of each division.
2. As you know, the Board of Directors is now considering the feasibility of participating in Exp. Brisbane 2004.
3. I refer to your memorandum of 15th September and now wish to report on my visit to Brisbane.
4. To ensure the copier’s survival, it is important to keep the following procedures in mind.
5. Ten new safes have been installed in the offices to replace the old ones. To avoid any troubles, please follow the booklet of directions.
Guide 3: Be as objective as possible.
1. It has been decided to buy some computers for certain numbers of the staff.
2. I took samples of our full range of textiles with me to Brisbane and discussed these with wholesalers and retailers there.
3. Hotel accommodation in Brisbane is plentiful and reasonably priced.
4. Several community colleges and high schools in the area have asked us about stocking videotapes in the following areas: Shakespearean plays, American literature, and reading tutorials for children. No other video company is carrying a rental inventory of educational materials.
5. A new photocopier has been installed in the general office. All staff is welcome to use it.
Guide 4: Make a request for immediate feedback.
1. If possible, I would like to receive your report before the next Board Meeting on 1st June.
2. Please find out for me what kind of computers are on sale in Hong Kong and what the prices of them are.
3. I will be pleased to discuss my visit to Brisbane and recommendations with you at any time at your convenience.
4. Please check the availability and the cost of tapes in these areas and provide me with a list by July 15.
5. You should give clear, complete instructions.