Formats for memos and faxes, including their continuation sheets, have been designed so that they are easily recognisable as coming from the same company/group of companies. Format standardisation also ensures that no relevant detail (address, telephone/fax numbers etc.) is inadvertently left out and recipients have all the information required to contact us. Further, these formats save time since these details do not have to be keyed in each time a fax or a memo is prepared.

With respect to the fax format, please note that preliminary/introductory correspondence with an external agency should be on our letterhead. Subsequent correspondence should use the standard fax format.

While writing a memo, keep the following in mind :

• Do not bypass the chain of command

• Write to the right persons, who have to take action

• Mark copies to people who need to know

• Do not write if a phone call/e-mail/personal meeting can be an easy, economical substitute

While writing a fax :

• Consider transmission time and costs

• State the subject and reference previous correspondence

• State the purpose, decision/action required and say by when

• Mention all facts relevant to above

• End with a polite thanks or regards

Sample formats follow.