A memo is a brief written communication used for internal communication within an organization. Unlike a letter, which is typically used for external communication, a memo is designed for quick, efficient information sharing among colleagues. It can be used to announce policy changes, request information, provide updates on projects, or, as in the example, convey personnel matters like promotions.
Analyzing the Example Memo:
Heading Section:
MEMORANDUM: Clearly identifies the document type.
TO: Specifies the recipient (Miss P Madondo).
FROM: Indicates the sender (Mr B Nyakasikana, Personnel Officer).
DATE: Shows when the memo was written (12 June 2001).
REF: A reference number (STF/101) for easy filing and retrieval.
SUBJECT: A concise summary of the memo's content (PROMOTION TO CHIEF ACCOUNTANT).
Body:
Opening: States the purpose of the memo directly (promotion notification).
Details: Provides relevant information (interview outcome, new position, salary).
Action: Specifies any required action (take up the new post).
Closing: Offers a congratulatory message and expresses hope for future success.
Signature:
BN: Initials of the sender (Mr B Nyakasikana).
/hh: Typist's initials (if applicable).
Structure of a Memo:
Heading: Use a standard heading format as shown in the example. All elements should be aligned for a neat appearance.
Opening: Start with a clear and direct statement of the memo's purpose. Be concise and avoid ambiguity.
Body: Provide necessary details in a logical and organized manner. Use short paragraphs and bullet points for readability. Focus on facts and avoid emotional language.
Action (if needed): Clearly state any actions required from the recipient. Set deadlines if necessary.
Closing: End with a brief, positive closing statement. Express goodwill and offer assistance if needed.
Signature: Include your initials or signature at the end of the memo.
Creating a Memo: Step-by-Step
Determine the Purpose: What information do you need to convey? What action do you want the recipient to take?
Use a Template: Use a memo template or create a consistent format for all your memos. This ensures uniformity and professionalism.
Fill in the Heading: Complete all the heading elements accurately. Double-check the recipient's name and title.
Write the Opening: State the purpose of the memo in the first sentence or two. Be direct and to the point.
Organize the Body: Present the information in a logical order. Use paragraphs, bullet points, or numbered lists to make the memo easy to read.
State the Action (if any): Clearly outline any actions required from the recipient. Include deadlines if applicable.
Write the Closing: End with a brief, positive closing statement.
Review and Proofread: Carefully review the memo for clarity, accuracy, and grammar. Proofread for any errors before sending.
Send the Memo: Distribute the memo through appropriate channels (email, interoffice mail, etc.).
Example Memo: Request for Information
MEMORANDUM
TO: Department Heads
FROM: Jane Doe, Facilities Manager
DATE: October 26, 2023
REF: FAC/102
SUBJECT: Office Space Utilization Survey
As you know, we are currently evaluating our office space utilization to ensure efficient allocation of resources. To assist in this process, please provide the following information for your department by November 15, 2023:
Total number of employees
Current office space occupied (square footage)
Projected staffing changes for the next year
Any specific office space requirements or concerns
Your prompt response will be greatly appreciated. Please direct any questions to [email address removed].
Thank you for your cooperation.
JD
Another Complete Memo Example: Announcing a Change in Office Policy
MEMORANDUM
TO: All Employees
FROM: Sarah Jones, Head of Human Resources
DATE: November 8, 2023
REF: POL/2023/11
SUBJECT: Revised Policy on Flexible Work Arrangements
This memo announces a revision to the company's policy regarding flexible work arrangements, effective January 1, 2024. The changes are designed to provide employees with greater flexibility while ensuring consistent operational coverage.
Key changes to the policy include:
Expanded Eligibility: Employees who have completed six months of service with the company are now eligible to apply for flexible work arrangements. Previously, the requirement was one year.
Flexible Options: The available flexible work options now include compressed workweeks (4-day workweeks), staggered start times, and remote work (subject to departmental approval).
Application Process: A standardized application form is now available on the company intranet under the "HR Forms" section. Applications must be submitted to your department head for review and approval.
Trial Period: All approved flexible work arrangements will initially be subject to a three-month trial period. Performance will be evaluated during this time to ensure the arrangement is mutually beneficial.
The full revised policy document, including detailed guidelines and eligibility criteria, is available on the company intranet under "HR Policies." Please review the document carefully.
Department heads will hold informational meetings during the week of November 20th to discuss the policy changes and answer any questions. Meeting schedules will be posted on the company bulletin board and on the intranet.
We believe these revisions will create a more supportive and flexible work environment. If you have any questions, please do not hesitate to contact the Human Resources department.
SJ
Reports
Report Writing:
What is a Report?
A report is a structured document presenting factual information and analysis. It can be formal or informal, covering diverse topics. Objectivity and unbiased presentation are paramount, focusing on truth regardless of external pressures. The core of a report is factual information or event presentation.
Principles of Report Writing
Objectivity:
Formal Tone: Maintain a formal tone throughout the report.
Impersonal Language: Avoid using first-person pronouns (I/we) to eliminate personal bias. Focus on the information, not personal opinions.
Evidence-Based: Base conclusions and recommendations on factual evidence.
Exception: Eyewitness reports (e.g., police statements) may use first-person narration.
Conciseness:
Brevity: Use concise language, avoiding unnecessary jargon or wordiness.
Directness: Get straight to the point, conveying information efficiently.
Summary: Consider including an executive summary for quick comprehension.
Clarity:
Logical Structure: Present facts in a clear, coherent, and logical sequence.
Simple Language: Use straightforward language, avoiding ambiguity and complex sentence structures.
Visual Aids: Utilize charts, graphs, and tables to enhance understanding.
Style:
Passive Voice: Employ passive voice to maintain an impersonal and objective tone (e.g., "The accident is thought to have been caused...").
Formatting: Use headings, subheadings, bullet points, and numbered lists to improve readability.
Note Form: While sentence form is generally preferred, note form can be used in specific sections for conciseness.
Tense:
Past Tense: Generally, use past tense to describe events that have already occurred.
Recommendations: Use "should" or "would" (conditional tense) for recommendations, indicating suggestions for consideration rather than directives.
Planning:
Outline: Create a detailed outline to structure thoughts and ensure logical flow.
Key Ideas: Summarize each paragraph or section with a statement containing the key idea.
Logical Sequence: Arrange sections and subsections in a logical order.
Accuracy:
Verification: Ensure all facts and data are accurate and verifiable.
Sources: Cite sources to enhance credibility and allow for further research.
Proofreading: Thoroughly proofread the report for errors in grammar, spelling, and punctuation.
Audience Awareness:
Target Audience: Tailor the language, style, and level of detail to the intended audience.
Background Information: Provide sufficient background information for the audience to understand the context.
Visual Appeal:
Layout: Use a professional and visually appealing layout.
White Space: Incorporate white space to prevent visual clutter and improve readability.
Timeliness:
Promptness: Submit the report promptly, adhering to deadlines.
Relevance: Ensure the information is current and relevant to the situation.
Types of Reports
Formal Reports: Structured with specific sections (e.g., title page, abstract, introduction, methodology, findings, discussion, conclusion, recommendations, references, appendices).
Informal Reports: Less structured, often used for internal communication (e.g., memos, emails, progress reports).
Informational Reports: Present facts without analysis or interpretation.
Analytical Reports: Analyze data, draw conclusions, and make recommendations.
Investigative Reports: Examine events or problems, often with the goal of finding solutions.
Progress Reports: Update on the status of a project.
Feasibility Reports: Assess the viability of a proposed project.
A schematic report follows a structured format designed for clarity and ease of understanding. Here's a breakdown of its key sections:
Title:
Purpose: Clearly and concisely state the report's subject.
Format: Begin with "Report on..." followed by the specific topic.
Example: "Report on the Deterioration of Food Quality in the XYZ Technical College Dining Hall"
Terms of Reference:
Purpose: Define the scope and limitations of the investigation. Explicitly state the instructions received from the authorizing party.
Content: Include:
The person or body who commissioned the report.
The specific problem or issue being investigated.
The date the report is due.
Example: "On the instructions of the Principal, to investigate and make recommendations on why the quality of food served in the dining hall at XYZ Technical College has deteriorated. The report is to be submitted by 10 October 1999."
Procedure:
Purpose: Detail the methods used to gather information. Provide a transparent and reproducible account of the investigation process.
Content:
List each method separately and number them sequentially.
Specify who was involved in each method (e.g., "Interviews were conducted with 20 students selected randomly from each residence hall.").
Example:
"Interviews were conducted with the dining hall staff, including the head chef, cooks, and serving staff."
"A questionnaire was distributed to 500 students, with a focus on meal satisfaction, variety, and perceived quality."
"Observations were made during meal times over a two-week period, noting food preparation, presentation, and hygiene practices."
Findings:
Purpose: Present the results of the investigation in a clear, objective, and organized manner. This is the core of the report.
Content:
Present findings for each method described in the Procedure section.
Use sections and subsections to categorize information logically.
Support findings with data, evidence, and specific examples.
Maintain an objective tone, avoiding personal opinions or biases.
Example:
"Student Survey Results: 75% of students reported dissatisfaction with the variety of meals offered. 60% perceived a decline in food quality compared to the previous semester."
"Staff Interviews: The head chef indicated budget constraints as a contributing factor to ingredient quality. Serving staff reported increased complaints from students regarding portion sizes."
Conclusions:
Purpose: Summarize the key findings and draw logical inferences based on the evidence presented in the Findings section.
Content:
State whether the initial problem or premise is justified by the findings.
Avoid introducing new information or making recommendations in this section.
Example: "The findings suggest a correlation between budget constraints, ingredient quality, and student dissatisfaction, supporting the initial concern about deteriorating food quality."
Recommendations:
Purpose: Offer specific, actionable, and feasible solutions to address the issues identified in the investigation.
Content:
Base recommendations on the findings and conclusions.
Provide clear and concise suggestions for improvement.
Prioritize recommendations based on their potential impact and feasibility.
Example:
"Increase the food budget by 15% to allow for the purchase of higher-quality ingredients."
"Implement a system for gathering student feedback on meal preferences and satisfaction."
"Explore partnerships with local farms or suppliers to source fresh produce and reduce costs."
Invitation
What is an Invitation?
An invitation is a written or verbal request inviting someone to attend an event. It provides essential details about the event, such as the purpose, date, time, and location. A well-written invitation creates a positive impression and encourages the guest to attend.
Key Elements of an Invitation
Host's Details: Identify who is inviting (e.g., The General Manager and Staff).
Guest's Name: Clearly mention the name of the invited person.
Event Type: State what the event is (e.g., a dinner party, wedding, fundraiser, etc.).
Date and Time: Specify when the event will take place.
Venue: Mention the exact location of the event.
RSVP Details: Include contact details for responses.
Layout of an Invitation Card
Always write on blank paper.
Write in the center of the page and not across it.
If hand-written, use the blocked style (capital letters throughout).
Ensure the invitation is evenly spaced vertically.
Use correct spelling to create a positive impression.
Writing an invitation is simple if you follow the right structure. Let's create one step by step, tailored for inviting Benalo to Masvingo Polytechnic.
Step 1: Start with the Host's Details
This tells the reader who is inviting them. For example:
THE GENERAL MANAGER AND STAFF OF MASVINGO POLYTECHNIC
Step 2: Request for Attendance
Clearly state that you are inviting the guest. For example:
REQUEST THE PLEASURE OF THE COMPANY OF MR BENALO
Step 3: Mention the Event
State what the event is about. For example:
TO A GRADUATION CEREMONY
Step 4: Provide the Date and Time
Mention when the event will happen. For example:
ON SATURDAY 15 JUNE 2025
AT 1400 HOURS
Step 5: Give the Venue Details
Clearly state where the event will take place. For example:
AT THE MAIN HALL, MASVINGO POLYTECHNIC
Step 6: Include RSVP Details
This helps the host know if the guest is attending. For example:
RSVP
MASVINGO POLYTECHNIC
P O BOX 1234
Masvingo
TEL: 0777 123 456
Full Example Invitation:
INVITATION
THE GENERAL MANAGER AND STAFF OF MASVINGO POLYTECHNIC
REQUEST THE PLEASURE OF THE COMPANY OF MR BENALO
TO A GRADUATION CEREMONY
ON SATURDAY 15 JUNE 2025
AT THE MAIN HALL, MASVINGO POLYTECHNIC
AT 1400 HOURS
RSVP
MASVINGO POLYTECHNIC
P O BOX 1234
Masvingo
TEL: 0777 123 456
Example 1: Formal Dinner Invitation
INVITATION
THE GENERAL MANAGER AND STAFF OF UNITED BOTTLERS
REQUEST THE PLEASURE OF THE COMPANY OF MR AND MRS MUFARO
TO A FUNDRAISING DINNER DANCE
ON SATURDAY 30 OCTOBER 1999
AT THE FLAMBOYANT HOTEL
AT 1900 HOURS
RSVP
UNITED BOTTLERS
P O BOX 374
Masvingo
TEL: 67777
Example 2: Graduation Ceremony Invitation
INVITATION
THE GENERAL MANAGER AND STAFF OF MASVINGO POLYTECHNIC
REQUEST THE PLEASURE OF THE COMPANY OF MR BENALO
TO A GRADUATION CEREMONY
ON SATURDAY 15 JUNE 2025
AT THE MAIN HALL, MASVINGO POLYTECHNIC
AT 1400 HOURS
RSVP
MASVINGO POLYTECHNIC
P O BOX 1234
Masvingo
TEL: 0777 123 456
Example 3: Wedding Invitation
INVITATION
MR AND MRS CHIKWANDA
REQUEST THE HONOUR OF YOUR PRESENCE AT THE MARRIAGE OF THEIR DAUGHTER TINASHE TO MR JOHN NYASHA
ON SATURDAY 20 DECEMBER 2025
AT ST. MARY'S CATHOLIC CHURCH
AT 1500 HOURS
RSVP
MR AND MRS CHIKWANDA
P O BOX 456
Gutu
TEL: 0789 654 321
Acceptance Letter
What is an Acceptance Letter?
An acceptance letter is a formal way of confirming that you will attend an event you have been invited to. It should be clear, polite, and include all relevant details.
Key Elements of an Acceptance Letter
Guest's Details: Clearly state your name or the name of those accepting the invitation.
Gratitude: Express your appreciation for the invitation.
Confirmation: Clearly confirm your attendance at the event.
Event Details: Repeat key details like the event type, date, and venue to show understanding.
Date of Writing: Include the date you are writing the letter.
Example 1: Acceptance for a Dinner Invitation
ACCEPTANCE
MR AND MRS MUFARO
HAVE MUCH PLEASURE
IN ACCEPTING THE KIND INVITATION OF
THE GENERAL MANAGER AND STAFF OF UNITED BOTTLERS
TO A FUNDRAISING DINNER DANCE
ON SATURDAY 30 OCTOBER 1999
AT THE FLAMBOYANT HOTEL
MASVINGO TECHNICAL COLLEGE
P O BOX 800
Masvingo Tel: 52269 20 OCTOBER 1999
Example 2: Acceptance for a Graduation Ceremony
ACCEPTANCE
MR BENALO
IS DELIGHTED TO ACCEPT THE INVITATION FROM
THE GENERAL MANAGER AND STAFF OF MASVINGO POLYTECHNIC
TO A GRADUATION CEREMONY
ON SATURDAY 15 JUNE 2025
AT THE MAIN HALL, MASVINGO POLYTECHNIC
MASVINGO POLYTECHNIC
P O BOX 1234
Masvingo Tel: 0777 123 456 1 JUNE 2025
Example 3: Acceptance for a Wedding Invitation
ACCEPTANCE
MR AND MRS CHIKWANDA
ARE DELIGHTED TO ACCEPT THE INVITATION TO THE MARRIAGE OF
MISS TINASHE TO MR JOHN NYASHA
ON SATURDAY 20 DECEMBER 2025
AT ST. MARY'S CATHOLIC CHURCH
P O BOX 456
Gutu Tel: 0789 654 321 1 DECEMBER 2025
Enquiry Letters
Enquiry letters are written to request information about goods or services offered by an organization. These letters should be brief and clearly specify the information required.
Key Elements of an Enquiry Letter:
Subject Line (Optional): While not always necessary, a clear subject line can help the recipient quickly understand the purpose of the letter.
Introduction: Begin by stating the purpose of your enquiry. You might refer to an advertisement or a previous interaction with the company. For example: "We are writing to enquire about the computers advertised in the Business Herald on April 13, 2015."
Body: Clearly specify the details you need. Be specific about models, features, or services.
Conclusion: Express your gratitude and clearly state the information you are requesting. For example: "We would appreciate receiving a price list, details on available discounts, and information on the applicable Value Added Tax."
Example:
Masvingo Polytechnic
P.O. Box 900
Masvingo
Our Ref: E/001
April 14, 2015
The Sales Manager
ABC Business Machines
P. Bag 6713
Causeway
Harare
Subject: Enquiry Regarding Copy Printers
Dear Sir/Madam,
We are writing to enquire about the copy printers advertised in the Chronicle on Monday, April 12, 2010.
We require information on a model with memory capabilities.
We would be grateful if you could send us a catalogue, price list, and details on the Value Added Tax.
Yours faithfully,
[Signature]
Paul Mutema
Buyer
How to Write a Notice of Meeting
Heading:
Start with a clear, concise, and prominent heading. "NOTICE OF MEETING" or "MEETING ANNOUNCEMENT" are common and effective. This heading should be at the very top of the document.
Organization/Group Name:
Clearly identify the organization or group that is holding the meeting. This helps recipients immediately understand the context of the notice.
Meeting Purpose:
Briefly state the purpose of the meeting. Be specific enough that recipients understand why they should attend.
Examples: "Regular Monthly Meeting"
Examples: "Special Meeting to Discuss Budget Revisions"
Examples: "Project Planning Session"
Examples: "Emergency meeting to address recent issues"
Date and Time:
Provide the full date (day of the week, month, date, year) and time of the meeting. Include AM or PM to avoid ambiguity.
Example: "Monday, December 4, 2023 at 2:00 PM"
Location:
Clearly state the location of the meeting. Include the building name, room number, street address, or online meeting details (e.g., Zoom link, meeting ID). If it's an online meeting, include clear instructions on how to join.
Call to Order:
State who is calling the meeting. This is usually the chairperson, president, or a designated person.
Contact Information:
Provide contact information for a person who can answer questions or handle RSVPs. Include a phone number, email address, or both.
Distribution:
State who the notice is being distributed to. (All members, specific department, etc.)
Example Notice of Meeting:
NOTICE OF MEETING
Organization: Neighborhood Watch Committee
Purpose: Special Meeting to Discuss Recent Security Concerns
Date: Wednesday, December 6, 2023 at 7:00 PM
Location: Community Hall, 123 Main Street
Called by: John Smith, Committee Chairperson
Contact: Jane Doe, Secretary (555-123-4567 or jane.doe@email.com)
Distributed to: All Neighborhood Watch Committee Members and Interested Residents
Quotation Letters
Definition: A quotation letter is written in response to an enquiry letter.
Purpose: It provides specific details and pricing related to the goods or services requested in the enquiry.
Key Elements of a Quotation Letter:
Acknowledgement and Thanks: Begin by acknowledging receipt of the enquiry letter and thanking the recipient for their interest.
Pricing and Terms: Provide detailed pricing information, including any discounts and payment terms. Attach brochures, catalogues, or price lists as needed.
Price Inclusions: Clearly state what the quoted prices cover (e.g., packaging, carriage, insurance, VAT).
Delivery Timeline: Provide an estimated delivery date or timeframe.
Quotation Validity: Specify the period for which the quoted prices are valid.
Example Quotation Letter:
ABC Business Machines
P. Bag 6713
Causeway
Harare
Our Ref: QOT/121
Your Ref: E/001
15 April 2015
The Buyer
Masvingo Polytechnic
PO Box 800
Masvingo
Subject: Quotation for Copy Printer
Dear Sir,
Further to your enquiry dated 14 April 2010, we are pleased to enclose details of the latest copy printers.
All models illustrated in the catalogue can be supplied from stock at competitive prices ranging from $600.00 to $950.00. These prices are inclusive of discounts and Value Added Tax. Delivery is seven (7) days from date of order.
We suggest a visit to our showroom for us to demonstrate the various machines and, at the same time, show you a range of equipment we have in stock.
