CHAPTER 1 2 MEMos Anp Orrice OrpErRs ! Learning Objectives After reading this chapter, you'll be able to: + know about memo and office order, + know how a memo differs from a letter, «find the types of memos, «learn the uses of memo and office order, * find the difference between memo and office order. Introduction Memo’ and ‘Office Order’ are the other means of internal communication that are used for ficial purpose. These, too, are part of formal communication. They are used to inform, direct, instruct, congratulate, warn, or take disciplinary action against an employee. However both are concerned with the service conditions of an employee but they are different in ‘ome aspects. Memo is written to the individual who is intended receiver of the action, ‘whereas Office order is not written directly to the individual but written about the individual. _ Thats why, office orders are written in third person. 121 Me mo i the Latin word ich has been derived from tl ‘ it isa short note, designating something to brief note, written statement, record, tion. That’s why it is also referred jhe Word memo is short for memorandum, w “Morare’ which means to ‘mention’ or to ‘tell i on,Membered, done, or acted upon in future. It ae tac ™™unication which is used for internal com 38 * Interoffice Memorandum.Business Bi v2 | i mmunication in an organisation, j,; is important forms of written co il ee cre ema communication. It is used by a person known to the Teceiy, Sa papel to convey information, decisions, or to make requests to th ally. It can be uses : ‘ iar superiors or subordinates. It is short in length. Commonly, it does not ao two pages. Though the letter can be used for the same, but organisations Prefe, n : i ; pau ome over letters. The format of the memo is decided by the organisation. Generally, the or anization provides printed memo forms to its employees. It is relatively informal jy sae compared to letters and long reports. It is less formal in tone and without form ine such as ‘Organization's address’, ‘salutation’, ‘recipient's address’, ang ‘complimentary close. 12.1.1 Difference between Memo and Letter Though the basic purpose of both, the letter and the memo, is to inform, make request, tp report or invite suggestions, but they are different in the following ways: Memo Letter 1. Itis short in length. 1, It can be short as well as long. 2. The format is decided by the 2. The format is decided by the writer, organization. 3. Itis only for internal communication. 3. It is for internal as well as external communication, 4. It does not include organization and 4. It includes all the components. recipient's address, salutation, and complimentary close. 5. Its tone is conversational. 5.Its tone is more formal. Memo can oa : all directions: Downward, Upward, Horizontal and Diagonal. Downward ire user i i Hae 0 communicate to the subordinates. They are Primarily used to conve) ae wom fey lecision, instructions, procedure, to seek explanation, clarification, t0 ee eer Promotions, and so on. Upward memos are sent by subordinates t0 ideas, a rah are used to convey complaints, grievances, problems, suggestions ee ings, recommendations, and so on. Horizontal memos are sent to pee! ara eae ca i hierarchically equivalent in the organization. The mai? 1s to develop ci i i i : i departments through interaction, They ed es and coordination among differes! e take action, and so forth, Diagonal me used to inform, remind, persuade the reade! partment. The peso MOS are sent to the pe ing in othe! ne, asl tson, working in ot! saves the time, an be superior or junior. It cu 7 ; ts across the hierarchical level a!mos and Office Orders | +63 1.1.2 Uses emo can be used for the following Purposes: « Toconvey information, « Toinform decision(s), e Toremind. e To make request(s), e To pass order(s). e To give instruction(s), * To provide response to the question(s), e To make suggestion(s). ¢ — Toreport something. * To propose solution(s) of a problem, * To send some document(s) for future reference. To congratulate someone on achievement. * To seek explanation. * To take disciplinary action against someone, and so on. 12.1.3 Components Memo contains the following components: (a) Heading Itis a compact block of information which appears at the top of a memo. It includes: * Name and place of the organization. * The label ‘Interoffice Memorandum. * Reference number: (optional) * Date: (The day of drafting or circulation of the memo) To: (Designation of the recipient) From: (Designation of the sender) Subject: (The specific purpose of writing the memo)Busir pa | ins Egy ABC College New Delhi Interoffice Memorandum Reft To; From: (b) Body Body is the text ofa memo which contains entire information/detail. The formal salutation, such as ‘Hi, ‘Dear’ ‘Respected’ etc., are not required in memo. Personal pronouns, such x ‘T, ‘we and ‘you’ are acceptable in the body because memo is for internal use of x organisation. Some points to remember while writing the body of a memo: * —_ Ifsome previous reference is there, mention it in the beginning. Mention the need and purpose of communication in the first paragraph. + Putall the arguments that support the idea in second paragraph. Make a courteous statement towards the action you want, in the last paragraph. Be concise, brief and focus on the point, to avoid the excessive length. Try to use the sentences in active voice and avoid passive voice. * Use short sentences and simple words. Avoid unnecessary use of jargons. * Use positive language. (c) Signature Complimentary close, such as ‘sincerely, ‘faithfully, etc, name of the sender is sufficient to write, Even it is not ne can be put in with the name. Designation should not be the heading segment. » is not required in memo. Onl cessary to mark the signature bt written because it is mentioned! (d) Attachment Ifsome document(s) is to besent if f a notation below the signature a gions with the memo, refer it/them in the memo and adé * Enclosed: Director's report Encl: Consent Letter,ad Office Orders cies | 25 ann other than the addressee, mention the ; ler Signature/attachment notation, under the heading Y Copy’ or ‘courtesy copy. Earlier it was stood for ‘carbon + Ce: Administrative Officer, (Note: The above mentioned two segments, (Attachments and Distribution), are not mandatory in the memo. Either of them should be framed if situation demands.) 12.14 Types of Memos Depending on the purpose, memos can be classified into three major categories: « Documentary Memo « Congratulatory Memo « Disciplinary Memo (a) Documentary Memo This memo is mainly used to convey information, to give instructions, to remind, to announce, to explain a policy or procedure, to the subordinate(s). Documentary memo can also be written to the peer or superior to make a request, routine recommendation, or to confirm an agreement. Short reports can also be submitted in the form of documentary memo. Such reports are called memo reports. Example: Q You are Principal of a college. You have received the reports that some of the employees misuse the stationery. Write a memo to the Administrative Officer to stop the misuse. ABC COLLEGE New Delhi Interoffice Memorandum Date: 20 December 2016 ‘To: Administrative Officer From: Principal Subject: MISUSE OF STATIONERY ionery items has increased substantially for thas b ¢ expenditure on stati eon sere to Joyees misuse office stationery. Even some last few months. There are reports that some emp! of them take some of the items to their homes.Business = -_ crationery judiciously and ask Securi Sa | he employees to use office Seen Jn etal desea, ° te Please instruct an ov gate. Also check the consump fe to have a strict vigil at ¢ . last few months. (signature) Sanjay Singh (b) Congratulatory Memo isation i mooth way. It is necessary to ivati i rganisation ina S$! 0 : tion is necessary to run an 0) a : : y aia congratulate the employees for their outstanding or The sae Written ig this uurpose is known as congratulatory memo. Similarly the emp! eee cn also send th, compliment in the form of a memo to their officer, for the award or achievement whiq the latter has earned. Example: Q You are Managing Director of a company. You have come to know that one of your company’s employees received an award from Delhi Government. Write a congratulatory memo to the employee for the award. MODERN INDUSTRIES Delhi Interoffice Memorandum Date: 12 December 2016 To: Sat Pal Singh, Supervisor, Production Division From: Managing Director Subject: Congratulations on Receiving the Award of Excellence Tam glad to learn that you received the Award of Excellence from Delhi Government. It is remarkable achievement for you as well as our company. It has been possible because of your hard work and dedication. It may boost the morale of other employees as well. They will also be motivated from your achievement. Heartiest congratulations on receiving the award! I wish more awards in your life. (signature) A.K. Sharma () Disciplinary Memo When employees violate the rules or breach the code of conduct, severe warning % Punishment can be awarded to them by the authorities. Memo written in this reeaid Office Orders 7 femos and Offi | 12.7 own a8 ae y memo. For instance, a memo can be issued to an employee who is bitually late comer or to an officer who has accepted bribe. Example: | oe i ed nes wane of ABC Industries, New Delhi. Write @ memo t0 22 dl sd im about the rejection i licati . reasons of rejection. ji of his leave application. Also mention the ABC Industries New Delhi Interoffice Memorandum Refi 87/AD/1 Date: 12 December 2016 To: Mr. Mahesh Singh, Assistant From: Administrative Officer Subject: ABSENCE FROM DUTY This is with reference to your telegram, dated 28" November 2016, the letter, dated 30" November 2016, and subsequent leave application. ‘We note that you sent the telegram from Kanpur, on 28" November 2016, requesting medical 8"* November 2016 to 2nd December 2016, and the letter, dated 30 November leave from 2! edical 2016, for the same. You submitted the leave-application for the period, with a m¢ certificate, issued by Dr. A. K. Thakur, the Medical Practitioner, practicing at Kanpur. You have been informed that yo reasons: sur Leave Application has been rejected because of the following 1. You did not obtain prior permission to leave the station. letter and telegram, you have mentioned that you have met with an accident, but the medical certificate says that you had amoebic Hepatitis. Please note that your leave application has not been accepted because of the above mentioned reasons and the period of absence has been treated as without leave. 2. In your application, (signature) Ramesh Mahajan - Cc: Accounts Officer