MEMORANDUM j iece of The memorandum (memo) is. 4 atoll for writing used by the officers of an Oren fainess communication among themselves. It is a for employed in message that is written to a person or persons athens the same company. Memorandums are Jiny poste d communicate with other employees of the poo z either in the same building, or at some other plac Hi tei A business memo is also defined as a formal peace message, written in a conventional form for > neon within the organisation to meet a specific nee ‘ es important means of communication used ‘Oo ne information inside an organisation. So this : a sa correspondence is conducted within the company. 1ha! why it is also called inter office memorandum. . id Whether a person is a managing director in a multi- national company, a sales manager in a small firm, or a junior executive in a government department, all have to write memos. PURPOSES OF A MEMORANDUM ‘The main purpose of memorandum is to record or convey information. and decisions or to make short Tequests. Some organizations use the memo form for short reports in which an officer provides certain data to another officer to enable him to make decisions. Sometimes a memo contains an analysis of data’ and the tecommendation of the officer who is sending it. Following are some of the purposes served by memorandums. Memorandums may *. describe problems request for information and addition: contain proposals or requests for pro explain policy statements Contain office instructions or Persuade the readers to take al resources posals Suidelines an action Scanned with CamScannerAe Ee) a 214 e invite the reader to business conferences mendations e give feedback, suggestions of eee 1 e seek explanation or clarification, e be just polite reminders _ meetings 9, ecful and effective To achieve the purpose of sue in simple ang communication a memo is alwayS ie make an emotiona] al r language. The writer never tries td logical impact on appeal to the reader or to create Pas direct statement of F ins plain a! him, The memo contains P ; i blishi facts. . nportant role in estabh ching A memo plays a ed of facts and decisions, accountability. Since it eeded, who went wrong and at in future, if it is n ont \ what ata Some companies and firms insist that even small events, telephonic conversation on business matters i of memos. tc should be recorded in the form of ; Many organizations use printed memo forms. A printed memo form saves one’s time since it does not contain several details which a letter has. One can quickly write the message and transmit it to the concerned officer, Some companies prefer using coloured paper to distinguish a memo from other business letters. PARTS OF THE MEMORANDUM Standard memos consist 0 FROM, UBJECT, and DATE. Ther crs, and the sender's ifference between a the lett di ~ etter, the memo close. In printed fee; ress, Salutation, complimentary the Organization and Scanned with CamScanner: i ASN an 5 : : ries according to’ the situation’ ahd thie practice ¢ “ nization. A courtesy title:such:as_ Mr Mes Miss Hie s, before the receiver's name may. or may not be Witten, depending on, your relationship with the receiver. If the message is temporary, not to be filed, and if the sender and the receiver work together, regularly, only initials, first name, OF nick name may be used after To and From, and’ all figures or abbreviations for the date may,be used. Usually sender’s signature is written above or to the - right of his printed name. The signature may also be put at - the bottom of the memo; it is preferred in Britain. If the : writer’ is sending the same message to several persons, their name or titles, or both should be typed atter To:” Subject Line ; The subject line summarises the message, therefore itmust make the content of the memorandum instantly cear. The stibject line should give immediate direction to” the memorandum. : LAYOUT OF THE MEMORANDUM BODY The.body of the memorandum is its most important Jart as it coritains the message. The first line begins three spaces below the last of the memo headings regardless of he message length. Left margins are usually lined up . "enly below the headings. Single spacing is used in the w with double spacing between the paragraphs. ‘i ference initials are typed a double spaces below the body | tore left margin. Copy notations may be placed after the Trrnce initials or near the top of the memo between the ‘nd From, If only your business title appears in the tinh ine, or if the from line is omitted, the seder should 'Sname a few spaces below the memo boay. Scanned with CamScannera a rm meas ee 7 askee dey res ta me lso recommend: } ji uture. The committe? ha within a fortnight: y Say pis TORS — qIONAL pisTRIBUT Ne 93/D-Gulbers ji, La ‘All Employees : Date: November 15, 2006 To: ye From: Farrukh Mahmood, M. D. Sd/- Subject: Change of Working Hours I am pleased to announce a change in working hours during winter season. Now the working hours will be from gam. to 5 p.m. wef, 16th November, 2006. A break of 30 minutes will be observed at 1.30 p.m. as usual. This change in working hours will remain implemented till 28th February, 2007. This change i i : ge in working hours has been made on account of Scanned with CamScannerSeah ee 221° _ the inability of several employees to reach the office on time. I hope this change will facilitate them and they will face no difficulty in reaching the office in time. tdi ; ; -- 5-- ae i SHAH TAJ GHEE MILLS 26 — Shorkot Road | Faisal Abad To: - Plant Manager from: General Manager Date: July 2, 2006 Subject: Change in Uniform of Ernptosties ‘am pleased to announce a change in the uniform of *mployees working at the plant. We received certain complaints about the-stuff, texture and , Our of the uniform. In it the workers at plant feel great waonvenience during summer season, and hence their "xing efficiency is adversely affected. The New - Dep uniform for workers, grey shalwar and kameez, is ared sy . by fine thick cotton. And the new uniform for the Atta, S°FS. will be dark brown trousers and _ shirts, emp] Sements have been made. to ensure that each thie’ will receive two suits of new uniform before 25'h Ce Month. We already have the measurements of all the ‘ome ves, If there is some change in the measurement of taper ployee, it should be brought to the notice of the €rsonnel in three days. ; Scanned with CamScanner222 ay EASTERN INDUSTRIES _ S.T.T.E..KARACHT oy Date: December 16, 2006 To; All Employees From: Bisharat Ali, M.D. Subject: Increase in Salary and Benefits I am pleased to announce’ the following decision taken at: - the meeting of the board of directors: i. The salaries of all employees have been iner by 15% with effect from 1 January 2007. a 2. All the employees will now get. two bonuses every ° year. : 3. The earned leave per annum has been increased from 35 days to 40. 4. Medical allowance has been increased from 8% to 12% of the basic pay. : : 5) facspon allowance will be admissible to only two = hoot going children of employees at the rate of 0. ¢ The above decisions show that the idawagentent is keenly interested in improving the standard of living of its’ >mployees. \ Sd/- Scanned with CamScanner