Memos, Circulars and Notice

Memo
Memo or memorandum is a small note which is sent by a superior officer or manager to his
subordinate or staff to convey information of some subject.

Body
The body of the memo starts on the second or third line below the heading. Like the body of
the letter, it is usually single spaced. Paragraphs are separated by blank lines but may or may
not be indented. Lists, important passages, and subheadings may all be handled as they are in
letters. If the memo is very short, it may be double spaced.
Conditions for Good Memorandum

(1) Identify readers(s) and write at that level.

(2) Appearance: Less expensive stationery and less expensive means of reproducing can
generally be used for memos.
(3) Goodwill tone: It is especially important to check for satisfactory tone in
communication to people with whom we work.
(4) Message: Make it clear, complete and especially concise.
(5) Check the grammar, spelling and punctuation.
Types of Memorandum
(1) Routine Information, “Yes” or Good News Memorandums

Most memorandums fit into this category. Employees are, or should be, busy. Therefore,
the message should be direct and clear.
Example 1. Routine Informal Memorandum, a “Good News” Message

C. LAL & Co.

Darya Ganj, New Delhi

Memorandum

To : Employees Date: August 15, 2009

From: Nikhil Burad Sub: New Parking Spaces

Good news!
Our addition to the employees’ parking lot will be finished by September 1, 2009. No more
walking through mud and guck this winter if you had to park in the old parking area.
(2) Negative Memorandum
We trust you understand that addition parking facilities were needed because of the
successful sales of our refrigerators and the additional staff needed in all departments.

September is nearly here. Just cross your fingers that we don’t get a heavy storm in the
meantime! Bear with us just a few more days.
Example 2. Negative Memorandum
For negative message to others in your organization, try to use a touch of humour, if
possible. This can give a lift to the reader and writer and can also help develop a
positive attitude towards your personality.
Every memos random has a buffer that leads somewhat softly into the negative,
giving the bad-news briefly and clearly without dragging in too many details.

Students are leaving coffee cups, empty cola containers and trash in the classrooms. If you allow eati

I would prefer that you do not allow students to drink cola

(3) Persuasive Request Memorandums

Sometime it is helpful or even necessary to send memorandums that attempt to cell
others on a certain plan or idea.
 Now, summer is upon us, and a craving to get out of the cocoons of winter is universal. While lighter

Advantages of Memorandum

(1) The Memorandum invites brevity: It is a straight forward communication that almost
invariably includes the necessary information and nothing more.

(2) The Memorandum is convenient: The chief notations at the top of the memo give
ready references to its subject matter and the major area is left free for the message.

(3) The Memorandum is inexpensive: Because the memorandum is generally circulated

within an organization, computer memos on a screen or printed memos can be
brought out immediately.

(4) The Memorandum can be used as a record of information to be filled for future
references: As noted, most memos can be destroyed immediately.
Circular and Notice

Circular and Notices form part of intra-departmental communication. Informational

messages are transmitted to the members of an organization through circulars or notices.

The various components of circular or notice are date, day, time and place of the meeting
(if any) and purpose.

The Notice is generally displayed on a board and the same information is circulated. The
tone of both the circular and the notice is always in the form of request instead of a
command.

 Notice

Rao Industries
Industrial Area
Visakhapatnam, A.P.

Notice

Members of the sales department are requested to attend for an important meeting on Wednesday,

B.N.Rao
 Circular

Circular No. ____

12th June 2020

Revised Working Hours

All Employees of XYZ Company,

This is to inform all employees there will be a change in the working hours of the organization effective
immediately. As you know we now do not function on any Saturdays since last month. So we only have
5 working days in a week, a revision in the working hours was necessary to ensure the quality of work
does not suffer. Hence one hour will be added to the previous 9 hour work days. The revised working
hour will be as follows:

 Working Days: Monday to Friday (except holidays)

 Working Hours: 8:30 am to 6:30 pm (These hours will include the one-hour lunch break)

All employees are requested to note these new and revised timings. The timings are effective
immediately from 13th June 2020. Punctuality and adherence to the new timings are requested.
Repeated defaulters will face action. Please contact the HR department or your managers for any
queries you may have.

ABC,

CEO of XYZ Company.