How to write a MEMO and official Email

Memo
The word “memorandum” means something that should be remembered. A Memo is a short written communication with in the organization that is often used to provide information or ask for some form of action to take place.

Parts of a Memo
     Heading Date   (Complete current date)
                             To (Readers name and job titles)
                             From (Your name and job title)
                             Subject (What the memo is about)

     Opening         State purpose of Memo, give facts.
     Summary         Explain situation in more detail.
     Discussion Any other information you need to present?
     Closing Make a courteous closing statement.
     Attachments    Include any as needed.


While writing memo

1. Be specific.
2. Start by stating exactly what it is you want.
3. Keep memo short (Under one page).
4. Use bulleted list.

Example of MEMO

_______________________________________________________________________________________________

PEL Limited

To:	Marketing Manager
From:	CEO, PEL Limited
Date:	April 25, 2015
Subject:	Meeting regarding Marketing Strategy of a New Model of Refrigerator PEL-128.

It is to inform you that a meeting is held over discussion on marketing strategy of a new model of PEL Refrigerator PEL-128, which is going to be launched on 12 June, 2015.

You should come up with a complete report of marketing strategy of this model. You should also have to brief me over marketing strategy. On the basis of these I will give you suggestions and orders to improve its marketing.

Make sure your presence on May 10, 2015 in CEO office at 9:00 PM.

______(Sign Here)_______

________________________________________________________________________________________________


E-mail Email is Electronic Mail, written for a wide range of audience and subject line.

Parts of email

To                  (Readers name and job titles)
Cc                   (Complementary copy)
Subject             (What the memo is about)
Opening            State purpose of Memo, give facts.
Summary          Explain situation in more detail.
Discussion Any other information you need to present?
Closing     Make a courteous closing statement.

   Writer Info
  Attachments Include any as needed.


While writing E-mail

1. Recognize your audience.
2. Provide an effective subject line.
3. Keep your email brief so that user do not have to scroll.
4. Use highlighting techniques.
5. Be careful while sending attachments. There is always a limit for attachment.