Memos, Letters, and Meeting Minutes PDF

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memos and meeting minutes...

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Memos ● ● ●

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Memorandum For internal use Memo formats ○ To: 0000000 ○ From: 000000 ○ Date: 000000 ○ Subject: 0000000 ○ CC: 00000000 (carbon copied) Classification of Memos ○ Bulletin Memo- “telegram of the memo world” ○ Essay mome- “let’s talk it over” ○ Informative Memo- provide details of issue or event ○ Action Memo- you need to do something ○ Summary Memo ○ File Memo - “addressed to the file,” “like a diary”

Formatting ● Use 1-inch margins all around (1 ¼ inch left margin if the memo will be 3-hole punched and inserted in a binder). Do not justify the right margin ● Use block-style paragraphs ● Single-space your memo, and add 6 points above paragraphs- 3 points above the items in a list. Double-space a very short memo. ● Use 12-point Times New Roman font as default ● Do not add complimentary close (e.g. sincerely) Do not sign memos at the bottom ● Add initials beside your name to indicate that you have read and approved the memo (optional.) ● If the copies to list is longer than 10 names, place it at the end of the memo. If your memo is addressed to a distribution list, name the list. In a footer, add the date and the number of pages of the memo, for example “10/10/18, page 2 of 4.” in the footer, you may choose to use smaller type. ● Begin long memos with a paragraph that functions as an executive summary. Your reader determines what long is.

Letters ● Business letter format ○ Heading ○ Salutation ○ Body ○ Close ○ Signature ○ Reference matter

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JK: kc (1st initials of big name person like chairman, second lowercase initials in the assistant who actually wrote it) ■ Enc.: (something is attached on the next page) ■ C: (carbon copied, with list of names) of letters Information Solicitation Promotion Cover Response - ex) “Thank You” letter

Meeting Minutes (both internal and external) ● Format ○ [name] Committee, or Committee-Steering Team, or Task Force ■ Month, date, year ■ Institution meeting place ■ Members attending in person [list in alpha order by institution] ■ Members attending by phone ■ member s not present ■ Guests 1. First agenda item a. Text. might want to organize by sub-points. Or background, discussion, decision, follow-up. b. More discussion c. Decision 2. Second agenda item 3. Third agenda item 4. Minutes prepared by: name, date 5. Approved: (this will be filled by chairman or someone)...