how to write a memo and example of memo

How to write a memo
Memos should have the following sections and content:
1.     A 'To' section containing the name of the receiver. For informal memos, the receiver's given name; e.g. 'To: Andy' is enough. For more formal memos, use the receiver's full name. If the receiver is in another department, use the full name and the department name.  It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal.
 
2.     A 'From' section containing the name of the sender. For informal memos, the sender's other name; e.g. 'From: Bill' is enough. For more formal memos, use the sender's full name. If the receiver is in another department, use the full name and the department name. It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal.
 
3.     A 'Date' section. To avoid confusion between the British and American date systems, write the month as a word or an abbreviation; e.g. 'January' or 'Jan'.
 
4.     A Subject Heading.
 
5.     The message. 
Unless the memo is a brief note, a well-organised memo message should contain the following sections:
a.      Situation - an Introduction or the purpose of the memo
b.     Problem (optional) - for example: "Since the move to the new office in Kowloon Bay, staff have difficulty in finding a nearby place to buy lunch."
c.      Solution (optional) - for example: "Providing a microwave oven in the pantry would enable staff to bring in their own lunchboxes and reheat their food."
d.     Action - this may be the same as the solution, or be the part of the solution that the receiver needs to carry out; e.g. "we would appreciate it if you could authorise up to $3,000"
e.      Politeness - to avoid the receiver refusing to take the action you want, it is important to end with a polite expression; e.g. "Once again, thank you for your support.", or more informally "Thanks".
 
6.     Signature
This is optional


Memo


To               : Rahmat H. principal
From           : Masduki. Vice Principal
Date            : 17 January 2013
Subject        : meeting canceled


The meeting on 18 January 2013 has been canceled

Definisi Order Letter

Letters dealing with orders and payments for merchandise form a bulk of business activity. As a result, serious thinking and care should be exercised in drafting these letters. A little carelessness may result in loss of the customers or good will. Therefore order letters should be exact cordial and tactful. They should be definite and complete that the reader may fell it exactly as the writer wishes. Any error or incompleteness may mean further corresponding shipping delays complicated billing repacking and loss of business.

An order letter need not be preceded by an inquiry or offer. Information received from catalogue and advertisement also helps people and parties in placing and sale. Hence it has great importance. Proper care should be taken in drafting of the order to ensure efficient handling and to eliminate all doubts resulting in loss of time and possibly of the market.

Order letter should reasonably short, entirely clear, very specific, and fully complete so as to make the reading and filling of order easy for the recipient.
The invariable rule of the modern business house, therefore, is to fill these orders in such a way that its customers will be so pleased that they will be inclined to place all their orders with it

The desired facts are as under:
1. Details about what you are ordering or reserving.
2. Directions for shipment.
3. Manner of payments.

In both order and reservation messages, the main idea in the first paragraph we are reserving or ordering something. Our explanatory paragraphs give whatever details the order requires --- about quantity, colour, style, size, price, payment, location, shipment data, place --- plus any specific instructions our reader might need. The last paragraph invites prompt shipment and dated action, if desired.