LESSON 4: MEMORANDUM

Memorandum, commonly called memos, quick history about memos. Memo emerged as a result
of a new kind of managerial practice, and not as a development of rhetorical theory. On the
contrary, the invention of the memo entailed a deliberate forgetting of rhetoric, an act of oblivion.
The memorandum was not an evolution of the business letter but a new genre of writing. The
term ‘memorandum’ in this new generic sense began to be used in the later 1870s and early 1880s,
although it did not become common until the 1920s, by which time the form of the memo was in
widespread use. (‘Memo,’ 497). The idea of the memorandum as a ‘note to oneself’ precisely
captures the situation of internal communication within an organization. Hence [JoAnne] Yates
speaks of the memo as constituting an ‘organizational’ memory.”

Memos are brief communications within an organization. They typically alert co-workers to a
problem or provide a solution to a problem. Memos often serve to notify employees of policy
changes in an organization. The level of detail in a memo is dictated by the needs of the intended
audience. If the audience is a small circle of people intimately aware of the problem or the
proposed solution, only limited background information might be needed. On the other hand, if
the memos unveiling a new policy company-wide, the writer would want to provide sufficient
background details for the readers to understand the memo on the proper context. A
memorandum is thought to be a step below a formal letter and often contains details needed for
specific meetings, projects, policies or others.

MEMO PURPOSE
A person writes a memo with some purposes in mind. It is used:

• To inform.

• To inquire.

• To remind.

• To communicate the ideas.

Advantages of Memos
Using memos has a number of advantages, and these are:

• Memorandum is quick.
• It is a convenient mean of communication.
• It is inexpensive. Memos are used within an organization so one can use low-quality paper.
TYPES OF MEMORANDUM
1. Request Memo

The objective of these types of memos is to gain a favorable response to a request. A request
memo should use persuasive language because the end goal is to convince others. A few key
pointers you may want to keep in mind while writing a request memo are:

•State The Request Clearly

•Keep Your Language and Tone Formal and Neutral

2. Confirmation Memos

These memos are used to confirm in writing something that has been agreed to verbally.
Examples of these types of memos can be observed in situations that need agreement between
two or more parties. For instance, you agree to finish your project on time if your manager agrees
to let you hire three interns. A few things to remember when confirming agreements in writing
are:

•Highlight The Significant and Important Details That Were Agreed to Verbally
•Be Specific in Your Demands and Targets

3. Suggestive Memos

These types of memos are usually circulated to find efficient solutions to problems. One of the
building blocks of success in any organization is the creative thinking of its employees.
Managers or team leaders often encourage group discussions and brainstorming sessions through
suggestive memos. The purpose could be gathering innovative new ideas or generating out-ofthe-
box solutions to problems. Here are a few things to be conscious of while writing a suggestive
memo:

•Use Headings or titles To Differentiate Between Multiple Groups of Ideas

•Be Specific in Stating Your Expectation
Memo Format

A memo has a header that clearly indicates who sent it and who the intended recipients are. Pay
particular attention to the title of the individual(s) in this section. Date and subject lines are also
present, followed by a message that contains a declaration, a discussion, and a summary. In a
standard writing format, we might expect to see an introduction, a body, and a conclusion. All
these are present in a memo, and each part has a clear purpose. The declaration in the opening
uses a declarative sentence to announce the main topic. The discussion elaborates or lists major
points associated with the topic, and the conclusion serves as a summary.
 Parts of Memorandum

There are mainly five parts of a memorandum. They are the:

Heading Segment

The heading segment of a memo has four basic sections.

TO: Reader’s names and job
titles FROM: sender’s name and
job titleDATE: Complete date
SUBJECT: Reason for writing a memo

Opening Segment
In this segment, one can find the purpose of the memo. It gives a brief overview of the memo.

Discussion Segment
It is the longest part of a memo. It includes all the details supporting the ideas. Remember to start
with general information and then go for more specific one. It includes supporting ideas, facts, and
research.

Closing Segment
Always end your memo with courteous words. Make sure you make the completion of the task in an
efficient and easy way. Try to lure the reader to make the positive action.

Necessary Attachments
One can also attach lists, graphs, tables etc. at the end of a memo. Make a reference for your
attachments and add a notation for them.

CONCLUSION
Over time, the medium of internal communications, and especially memo writing, has changed.
Most memos are communicated in electronic formats in current times. No matter which medium
you choose to deliver your memos in, keep reaching out to your employees and connecting with
them. It’s a good idea to remind yourself and your coworkers about the perks of open
communication from time to time!