Proper memo
format
To: Mr./Ms first and
last names of addressee, job
title
Date
section, division,
department
file name
From: first and last
name of sender, job title
section,
division, department
Subject: concise,
focused description (with only the first letter of first word and
proper names capitalized)
Paragraph 1: Clear,
concise statement of memo's purpose
1) " I am
writing to inform you/let you know/ of the results of my efforts/our
efforst/the efforts of our office
to gather information on
_____________________________________________.
_____________________________________________________________________________.
After
all the conference organizers/recipients have read this memo, they
can discuss the results and offer
opinions as ______________________________________
to the next planners meeting."
Paragraph 2/3:
Background information (just enough to provide a meaningful
context for the announcement --
depending on quantity of information
gathered; in this case, information on two possible conference sites
is
supplied, with one paragraph devoted to the description of
each)
2) " ____________________________ is
__________________________________________
_______________________________________________________________can
offer excellent conference
facilities (details will be supplied at
the next meeting). It is in the heart of/center of/on the outskirts
of _______________________the city. _________________
became a UNESCO World Heritage site in ______. It has
retained its __________ , represented by/as evidenced
by the famous
__________. This is one of the hotels offering excellent
conference facilities (details of available
facilities will be
supplied at the
next meeting). It is in the heart of/ north/ south/ east/ west ______________ of the city and leads to/is
convenient to____________.
3) " The other possible location, _________, ____________________, is The
________________________. Just several blocks from
this location are one or two modern hotels with conference facilities are readily
available
to serve as
venues (details of each will be supplied at
the next meeting)."
Paragraph 4: Summary
statement of information in previous paragraphs
4)
"The settings of both ___________________ offer
inspiring/appropriate/suitable settings for a meeting conference of
_______________________. I look forward to gathering with all the
organizers at next week’s _______ meeting so that we can
share our
responses and input."
Paragraph 5:
Thanking the addressee(s)
5) "Thank you for your attention to this important
matter.
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