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.

definisi enquiry letter

Definition of enquiry letter is a letter written in purpose of finding and securing a fund for work project.

A well-written letter of inquiry can be crucial to securing funding for your project. because Many foundations now prefer that funding requests be submitted first in letter format instead of a full proposal.

An effective letter of inquiry is often more difficult to write than a full proposal. The letter of inquiry should be brief—no more than three pages—and must be a succinct but thorough presentation of the need or problem you have identified, the proposed solution, and your organization's qualifications for implementing that solution.

The letter of inquiry should be addressed to the appropriate contact person at a foundation or to its CEO and should be sent by regular mail.

To make a good enquiry letter, the writer must ensure that the following section is included in his/her enquiry letter:

The introduction serves as the executive summary for the letter of inquiry and includes the name of your organization, the amount needed or requested, and a description of the project. The qualifications of project staff, a brief description of evaluative methodology, and a timetable are also included here.

The organization description should be concise and focus on the ability of your organization to meet the stated need. Provide a very brief history and description of your current programs while demonstrating a direct connection between what is currently being done and what you wish to accomplish with the requested funding. You will flesh this section out in greater detail if you are invited to submit a full proposal.

The statement of need must convince the reader that there is an important need that can be met by your project. The statement of need includes: a description of the target population and geographical area, appropriate statistical data in abbreviated form, and several concrete examples.

The methodology should be appropriate to your statement of need and present a clear, logical, and achievable solution to the stated need. Describe the project briefly, including major activities, names and titles of key project staff, and your desired objectives. As with the organization description, this will be presented in far greater detail in a full proposal.

Other funding sources being approached for support of this project should be listed in a brief sentence or paragraph.

The final summary restates the intent of the project, affirms your readiness to answer further questions, and thanks the potential funder for its consideration. Note: Attachments should be included only at the direction of the potential funder and should be specific to its application guidelines

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Signature Block

The signature block appears four or five lines beneath the complimentary closing (or at a like distance below the last line of text of simplified format letters). In block and simplified letters, the signature block is flush with the left margin, while in modified and semiblock letters, the signature is usually right of center.

The signature block contains the handwritten signature of the writer, the full typed name of the writer, and the title of the writer. The company name is optional.

The company name is only needed in a signature block when the letter represents a company policy, position, or decision.

Secretaries who sign a letter for the author should sign the author's name and then add their own initials either in the middle or on the right side under the signature.

Academic titles and professional titles, when used, follow the typed name and replace Dr. or other courtesy titles preceding the name.