通告是辦公室最常用的通訊工具。通告雖然又短又簡單，但要寫得好卻並不容易呢﹗以下的事項，你都有注意到嗎﹖要寫好一份通告，需特別注意其格式、主題、內容及結尾四方面。
- Style 格式
必須簡潔易明，而且能清楚確實地表達含意。如何能確保清楚明晰﹖時間許可的話，可以先把通告寫好，然後處理其他工作，過兩三個小時再重閱一次，便會發現寫得含糊不清或需要改善的地方。
- Subject 主題
看通告，首先映入眼簾的，必然是通告的主題。所以，主題必須能確實地反映通告內容的重點。主題不必是完整句子，反而簡易精要的短句會更準確易明呢。
- Content 內容
內文每行均應靠左對齊。若通告內容較長，不妨列明通告的目的﹕
* The purpose of this memo...
* This memo confirms...
較短的內容，則可直接表明主題﹕
* Effective from 1 September we will have a new entrance access code: 954459. Please be reminded.
- Closing statements 結尾
與書信相比，通告較為直接。通告的目的在於通知各同事一些重要的資訊，所以不需加入任何客套說話，書信開頭的Dear或結尾的Yours、Regards通通不用寫。由於通告不需署名和簽名，所以必須有清楚的結尾語，不然讀者怎麼知道已看完整篇通告呢﹖此外，不要忘記預先感謝讀者將來的通力合作，亦可表示歡迎就某事項公開討論及接納進一步意見︰
* Thank you for your precious cooperation.
* We will implement these measures for the time being but we remain open to any suggestions.
例子MEMORANDUM
TO: All staff
FROM: Jonathan Brown
DATE: 1 October 2003
SUBJECT: Salesperson Visits The purpose of this memo is to address the problem of Salesperson Visits. （1）
You probably have noticed that along with the growth of our company more and more sales people are dropping in. It has now become too disruptive and the following will be implemented: A sign will be put on our front door: No Solicitation - By Appointment Only
If a salesperson asks for an appointment, our front desk will handle their request. The receptionists will take whatever information they have and tell them that someone will call to confirm the appointment within a week or otherwise they should understand that their service is not needed by our company. （2）
I am certain that you will agree with me to say that the above measures will make our company more efficient. （3） |
解說
（1） 場白最好能簡短直接地列明目的。
（2） 文要清楚、簡單、概括，避免冗長的句子或過份描述。
（3） 清楚指明通告的結尾。不需簽署或填寫日期。
| 小測驗：好了，是時候測試一下你的實力了﹗請以T(True)或F(False)回答以下問題 |
| a. It can be written like a normal letter. | T / F |
| b. We write a memo to communicate with our colleagues. | T / F |
| c. The subject of the memo should create a need to read it. | T / F |
| d. A signature indicates the end of the memo. | T / F |
Answers: a.F b.T c.T d.F
Posted on 12 Feb 2008.
