An inter-office memorandum (commonly known as memo) is a
document written to pass information between people and departments within an organization. Memos are very important for smooth running of an organization
because they provide a written record and a history of company’s decisions.
DEFINITION
OF MEMORANDUM
Ø
A memorandum is
a written report that
is prepared for
a person or committee in
order to provide them with information about a
particular matter. (Collinsdictionary.com)
Ø
A memorandum is
a short official note
that is sent by
one person to another within the same company or organization. (Collinsdictionary.com)
Ø
An official report about
a particular subject that is
written for a company, organization, or government to consider. (dictionary.cambridge.org)
Memos are important for internal
communication. It is more formal than an email and less formal than a letter.
Traditionally used only in hard copy but now a days memos are often processed
electronically. Once the primary form of internal written communication,
memorandums have declined in use since the introduction of email and
other forms of electronic messaging. Generally
a memo is written in an informal manner and the tone adopted is more or less
conversational.
PURPOSE OF MEMORANDUM
Ø
To inform.
Ø
To inquire
Ø
To report
Ø
To give suggestions
Ø
To remind.
Ø
To instruct
Ø
To announce
Ø
To explain
Ø
To caution or warn
Ø
To request
Ø
To confirm
Ø
To communicate the ideas.
Memos can be used to quickly communicate with
a wide audience something brief but important, such as procedural changes,
price increases, policy additions, meeting schedules, reminders for teams, or
summaries of agreement terms.
ADVANTAGES
OF MEMOS
Ø
It
is quick.
Ø
It
is a convenient mean of communication.
Ø
It
is inexpensive.
Ø
It
helps in maintaining written records.
Ø
It
can be used for formal and informal communication.
IMPORTANT
POINTS TO REMEMBER
·
Always
use a clear and specific subject line.
·
Be
clear and concise.
·
Use
the active voice.
·
Be
formal.
·
Avoids slang and friendly words.
·
One
should use a careful and logical arrangement of information.
·
Keep
the paragraphs short.
·
Use
of bullets to make points.
·
Always
end the memo in courteous words.
·
Use
text fonts and color to attract attention.
·
Avoid
rude and thoughtless memos.
·
It
does not need a complimentary close or a signature.
·
Proofread
the content before sending.
THE FORMAT OF A MEMO
Letterhead / Heading
Letterhead / Heading
Date: _____________
To: ______________
To: ______________
From: ____________
Body of the memo _______________________
HOW TO WRITE
1.
Introduction: States the general problem or main idea
2.
Statement of facts: States the facts or discusses the problem or issue
3.
Argument: Explains importance or relevance of facts
4.
Conclusion: Summarizes the main idea, suggests or requests action. Memos do not
have a complimentary close or signature line. Memos end with a call to action.
Sources:
toppr.com/guides/business-communication-and-ethics/inter-departmental-communication/memorandum/
https://www.thoughtco.com/memorandum-memo-term-1691377