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LESSON 8:
MEMO/MEMORANDUM
MBA 1305: Business Communication

Kazi Sharmin Pamela

Assistant Professor
Bangladesh Open University
Overview to Memo
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1. Definitions,
2. Objectives,
3. Types,
4. Importance,
5. Techniques, and
6. Functions of Memo

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 Definition
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Memorandum is more popularly known as memo. It is a form of

letters written within the business.
The literal meaning of Memorandum is a note to assist the memory.
Memorandum is singular in number and Memorandums or
memoranda are plural forms.
A memo is used for internal communication between executives and
subordinates or between officers of the same level.
It is never sent outside the organization.
They can be distinguished from other forms of written
communication based on their form.
Originally, hard copies are used, however with the advent of
computer and latest technologies, memos can now be exchanges
digitally as well.

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 Objective
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A memo tries to serve the The messages are written and

following objectives:
exchanged by employees for
1. Issue instructions to the staff,
smoothly conducting the
2. Communicate policy changes
with the staff organizations business.
3. Seek/give advice, A memo is an important method
4. Request/help with information, of internal communication.
5. Confirm a decision/declaration A memo may be from one officer
that arrived over mail/phone, to another or between juniors
6. Grant or withhold permission to and seniors. Some organizations
do something,
insist that even small events and
7. Seek/give explanations on
some matter. requests be recorded in the form
of memos.

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 Advantages and Disadvantages
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Advantages Disadvantages
I. It is a simplified form of communication.
II. When things are in writing, they are quite
clear and leave no room for doubt or I. Email is fast
ambiguity. taking over.
III. It helps in fixing the accountability of the
sender and receiver. II. Short Message
IV. With a written communication in hand, the Services are also
receiver gets time and facility to think and act.
V. A memo is meant to inform or to persuade. It
very common.
should clarify the writer’s purpose and answer III. Some offices
the receiver’s needs. Otherwise it fails as a
tool of communication. prefer Sticky tags.

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 Types
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Some are casual. DOCUMENTARY MEMOS: mainly used for

conveying information. The need to write a memo to
Some are formal. the subordinate to remind, to announce, to give
Most are in instructions, to explain a policy or procedure, to
superior to make request or routine recommendation
between. or to confirm an agreement.
Some are CONGRATULATORY MEMOS: used to give credit to
considered short employee of an organization for the work they
reports too. have accomplished.
DISCIPLINARY MEMOS When employees violate the
rules or breach the code of conduct in an
organization, they will be served either with a
severe warning or any other punishment as decided
by the management.

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 Importance
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A memo is an important method of internal communication.

It is used internally only.
A memo may be from one officer to another or between juniors and
seniors.
Some organizations insist that even small events and requests be
recorded in the form of memos.

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 How to Write an Effective Memo
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As in business letter writing, there are three stages of memo drafting:

pre-writing, writing, review.
1. Pre-writing: Answer the four key questions involved. What is the
goal of this memo? Who will receive it? How many points should it
cover and how? What action is desired from the receiver?
2. Write: Write down the memo in a systematic order. Attach any
enclosures, photocopies, etc. that are necessary.
3. Review: Edit it for clarity, accuracy and brevity. Remove any errors
of grammar, typing, facts, etc. Make sure it will go to all
concerned.

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 Techniques for Writing Memorandums
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Typically they have a distinctive form:

Date, To, From Subject, (Sometimes) Department, Territory, Store
Number, Copies to, etc.
1. Memorandum or Memo, or Interoffice Memorandum.
2. Date.
3. To: (shows the name of the person who will receive the message. The
receiver's job title is often included.)
4. From: (shows the name of the writer of the message.)
5. Subject: tells the topic of the memo. It should be clear, concise and
complete.
6. Some companies use the designation Re: (regarding) instead of Subject.
7. Some companies purchase or print their own memorandum stationary with
the five guide words mentioned above. This saves the writer some time
when preparing memos. KSP
 Techniques for Writing Memorandums
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A. Includes: Techniques for writing short,

1. To: simple messages are much like
2. From: those for informal email.
3. CC: Longer, more formal messages
4. Date: should maintain a lot of
5. Subject:/Reply: techniques and grammar.
6. The information to be shared They are usually written in the
B. Some offices include some more direct pattern
details like: But if on sensitive topics, they
1. Address: may use the indirect order.
2. BCC:

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 Sample 1
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 Sample 2
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MEMORANDUM (Heading Segment)

TO: The person receiving the memorandum
FROM: The person writing the memorandum
DATE: Usually a formal manner of writing the date, for example 19 September, 2007
SUBJECT: A short title descriptive of the topic in discussion in the memorandum
Introduction
(Opening Segment): explaining why the memorandum has been written and
what topic the memorandum will discuss.
Body (Summary/Analysis Segment): discussing the topic in detail – explaining
what exactly and itemizing when possible any parts of the topic.
Conclusion (Closing segment): explaining the implications of the memo and
what the audience should think or do about the memo’s topic as a result of your
analysis.
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 Sample 3
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Memorandum Date: 28 June 2014

To: All Training Personnel
From: R. Markham Head, Training Department
Subject: Providing Clear, Complete Instructions.
It has come to my attention that new employees are not performing their jobs
satisfactorily. This is the fault of the trainer, not the trainee. You should give clear,
complete instructions.
Please follow these guidelines:
1. Give an overview of the task. Make sure the task is understood.
2. Describe each step in order.
3. Describe each step thoroughly.
4. Ask questions at each step.
Do NOT ask: Do you understand?
Ask: How do we begin? What do we do next? etc.
5. Have trainees repeat the instructions.

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 Functions
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Memorandum is a communication, which can be used to

issue instructions or announce policy changes draw the
attention of individuals and groups to certain important
points or decisions.
Memos usually serve the following functions/purposes:
1. Give instructions or notify events which occurred.

2. Seek information.

3. Offer ideas and suggestions

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 Practices
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Explain the functions of memorandum.

How does memorandums different from letters? Discuss

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 Reference
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1. Basic Business Communication, Raymond Vincent Lesikar, John D.

Pettit, Marie Elizabeth Flatley, 10th edition.
2. Excellence in Business Communication, J. V. Thill & C L. Bovee
3. Business Communication, Betty R. Ficks & K. F. Gow.
4. Essentials of Business Communication, Rajendra Pal & J. S.
Korlahalli (New Delhi, S. Chand & Sons)
5. Business Communication- Lecture materials, Ms. Adiba Anis.
BOU

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Thank You

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