LECTURE 10, HSMC 601,

TECHNICAL COMMUNICATION

By
PROF. JAP PREET KAUR BHANGU
DRAFTING INTEROFFICE MEMOS

By
PROF. JAP PREET KAUR BHANGU
MEMO WRITING : AN INTRODUCTION
Memos constitute part of In-house communication. Memos, or
correspondence written and read only within an organization, is a
term used, in short, for Memorandum, or plural, Memoranda. Memos
are an important means by which employees communicate with one
another. As compared to other ways, such as, face to face or
telephonic communication, memos are preferred as these save time,
and act as record of the interaction. Memos are short, informal,
written notes written to and fro by subordinates, peers and superior
officers. These may be informative and/or persuasive. These brief
communications facilitate communication and assist in arriving at
quick decisions.
TYPES OF MEMOS
Though nowadays, email is used in most organizations to convey information, memos
nevertheless present a good way to reach one, or many people at once. Depending on
their purpose, memos may be classified into three major categories:

● DOCUMENTARY MEMOS: These are used mainly to convey information. You may
need to write a memo to your subordinate to remind, to announce, to give
instructions, to explain or instruct, to your peer or superior to make a request, or
recommend, or confirm an agreement,etc.
● CONGRATULATORY MEMOS: These are used to give credit, appreciate praise or
congratulate a subordinate, peer or superior.
● DISCIPLINARY MEMOS: These are used by the management to give warning,
advice or any other punishment to the erring employee. Sometimes these
become the basis for further more serious action against that employee.
MEMO FORMAT
Memos generally have the following parts:

● Heading : includes Organizational Address , followed by the heading

Interoffice Memo
● Date, To, From and Subject
● Message (May be of one line or longer, in that case, divide into smaller
paragraphs keeping inherent structure of Introduction, Discussion and
Conclusion in mind)
● At the end, right side, only signature os the sender
● It may have Attachment, if any other documents are being sent along with.
● The Memo may be from one person to another, or, from one to many. For
example From Dean Academics To All HODs
FORMAT (SHOULD BE PUT WITHIN BOX OUTLINE)
APOLLO INDUSTRIES, NEW DELHI

INTEROFFICE MEMO

DATE : September 20th 2020

TO : Accounts Officer

FROM : General Manager

SUBJECT : To release payment to Standard Computers

As the supply from Standard Computers has been inspected and found okay, we may release payment to them today itself.

Please confirm with the Purchase Officer before doing that.

Signed
SAMPLE MEMO
An Example
ANOTHER SAMPLE MEMO
An Example
TO SUM UP
The differences among memos, notices, letters, emails, circulars etc. thus are those of
format, style as well as audience. However, defining principles of Technical Communication
apply to every one of them.

Always pre-write, edit, write and re-write, ensuring that the end draft is absolutely error-free.

Make sure to keep your memos as short and to-the-point as possible.

Use the standard format or the one prescribed in your organization.

State clearly the context and purpose in the opening segment.

Use features like highlighting, bold face, etc. to draw attention.

Keep in mind your relationship with the recipient to choose the degree of formality.

Be courteous, polite and ensure, memo is complete in every sense.

ASSIGNMENTS
● Draft a memo from the General Manager to all Section Heads,
asking them to stay prepared for an inspection by a high level
committee. Invent the necessary details.
● Draft a Memo from Dean Welfare to all Wardens asking them to
educate the students regarding need for water conservation in
the hostels. Invent the necessary details.
● Draft a memo from the HR Manager to Managing Director
requesting a change in office timings due to approaching winter
season. Invent the necessary details.