BCS3L2(Memorandum or Memo)

A memorandum is a formal message that is communicated in written form to a

person within an organisation in order to fulfil some special needs. It is
documented in traditional form and is also known as Business Memo or Inter-
Office Memo.

Objectives of a business memo or inter-office memo:

1. To inform employees of important information: Memos are an efficient
way to disseminate critical information to employees, such as policy
changes, upcoming events, or new procedures. They provide a concise
and organized presentation of the relevant details, ensuring that
everyone stays informed.
2. To provide updates on projects or initiatives: Memos are useful for
keeping stakeholders informed about the progress of ongoing projects
or initiatives. They can outline milestones achieved, challenges
encountered, and future plans, ensuring transparency and
accountability.
3. To solicit feedback and suggestions: Memos can be used to gather
feedback from employees on specific issues or initiatives. By inviting
input and suggestions, organizations can gain valuable insights and
improve decision-making processes.
4. To document decisions and agreements: Memos serve as formal
records of decisions made and agreements reached within an
organization. They provide a clear and concise reference point for future
discussions and actions.
5. To introduce new personnel: Memos can be used to introduce new
employees to the organization, highlighting their roles, responsibilities,
and contact information. This helps foster a sense of community and
facilitates collaboration.
6. To address employee concerns or complaints: Memos can be used to
address employee concerns or complaints in a professional and
structured manner. By acknowledging the issues and outlining steps to
 address them, organizations can maintain a positive and productive
work environment.

7. To share company news and achievements: Memos can be used to

share positive news about company successes, milestones achieved, or
awards received. This helps boost morale and reinforces a sense of pride
among employees.
8. To request action or assistance from other departments or individuals:
Memos can be used to formally request assistance or action from other
departments or individuals. This helps ensure that tasks are delegated
effectively and that everyone is aware of their responsibilities.
9. To provide a formal record of communication for future reference:
Memos serve as official documentation of communication within an
organization. This can be helpful for resolving disputes, tracking
progress, or maintaining records for legal or compliance purposes.
10.To maintain a professional and organized image for the organization:
Memos provide a formal and professional way to communicate
important information within an organization. This helps to maintain a
positive and well-respected image among employees and external
stakeholders.
11.To clarify expectations and guidelines: Memos can be used to clearly
outline expectations and guidelines for employees, ensuring that
everyone is on the same page and understands their roles and
responsibilities.
12.To promote a culture of transparency and open communication: By
using memos to share information openly and transparently,
organizations can foster a culture of trust and collaboration among
employees.
13.To improve overall communication and collaboration within the
organization: Memos can help to break down silos and improve
communication between departments, leading to better collaboration
and overall organizational effectiveness.
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Parts of a Memorandum

Heading:
The heading of a memorandum typically includes the following information:
 Organization&/or Department name: The name of the organization that
is issuing the memorandum.
 Document type: The type of document, in this case, it is a memorandum.
 Date: The date the memorandum was written.
From:
The "From" section of a memorandum identifies the sender of the
memorandum. It typically includes the following information:
 Sender's name: The name of the person who wrote the memorandum.
 Sender's designation: The sender's job title or position within the
organization.
To:
The "To" section of a memorandum identifies the recipient(s) of the
memorandum. It typically includes the following information:
 Recipient's name(s): The name(s) of the person(s) who are receiving the
memorandum.
 Recipient's designation(s): The recipient(s)' job title(s) or position(s)
within the organization.
Subject:
The subject line of a memorandum provides a brief overview of the topic of
the memorandum. It should be concise and informative, and it should be able
to stand on its own.
Body:
The body of a memorandum is the main part of the document. It contains the
detailed information that the sender wants to convey to the recipient(s). The
body of a memorandum typically includes the following:
 Statement of purpose: A brief statement that explains the purpose of
the memorandum.
  Explanation: A detailed explanation of the topic of the
memorandum. This may include providing background
information, discussing facts and figures, or presenting arguments and
conclusions.
Conclusion:
The conclusion of a memorandum summarizes the main points of the
memorandum and provides a call to action. The call to action may ask the
recipient(s) to take a specific action, such as providing feedback, attending a
meeting, or completing a task.

Name & Signature

At the end of the memo the Signature of the person writing the memo , is
followed by his name.
Enclo: This comes after the signature and mentions if any enclosure is present.
Copy to: Mentions the nam,e and designation of the person to whom the
memo is written.

Guidelines for Writing a Professional Memo

Memos are a common form of internal communication used to convey

information, provide updates, or request action within an organization. To
ensure your memo is clear, concise, and professional, adhere to the following
guidelines:

1. Maintain Professionalism: Use formal language and avoid slang, jargon,

or overly casual expressions. Keep the tone objective and respectful,
even when addressing sensitive topics.
2. Informative Subject Line: The subject line should be concise and
accurately reflect the memo's main point. It should provide enough
context for the recipient to decide whether to read further.
 3. Impactful Opening Sentence: Grab the reader's attention from the start
with a clear and concise statement that summarizes the memo's
purpose.
4. Clearly State the End of the Memo: In the opening paragraph, briefly
indicate the action or information you expect the recipient to take or
know by the end of the memo.
5. Use Familiar Words: Avoid using overly technical or specialized terms
that may not be understood by all recipients. If necessary, provide brief
definitions or explanations.
6. Become the Reader: Consider the recipient's perspective and tailor the
language and level of detail accordingly. Anticipate potential questions
and address them proactively.
7. Call to Action: Clearly state what you want the recipient to do as a result
of reading the memo. Provide specific instructions, deadlines, or contact
information if applicable.
8. Closing Dates: If there are specific dates or deadlines related to the
memo's content, clearly highlight them to ensure timely action.
9. Proofread Before Sending: Carefully review the memo for any
grammatical errors, typos, or inconsistencies. A polished memo reflects
professionalism and attention to detail.
10.Check Before You Send: Before hitting the send button, double-check
that you have included all necessary attachments, addressed the memo
to the correct recipients, and proofread it one last time.

Advantages and Disadvantages of a Memo

Advantages of Memos :

1. Brief and Concise: Memos are designed to be short and to the point, making
them an efficient way to convey important information quickly. This brevity is
particularly valuable in business settings where time is of the essence.
2. Convenient and Accessible: Memos can be easily distributed electronically
or in hard copy, making them accessible to a wide audience within an
organization. They can be stored centrally for future reference, allowing
employees to easily retrieve information when needed.
3. Serves as Future Reference: Memos serve as a valuable record of
information exchanged within an organization. They can be referred back to
for clarification, documentation, or to track progress on projects or initiatives.
4. Inexpensive Communication Tool: Memos are relatively inexpensive to
produce and distribute compared to other forms of communication, such as
letters or reports. This cost-effectiveness makes them a practical choice for
everyday business communication.

Disadvantages of Memos

1. Limited Application: Memos are primarily suited for conveying brief and
straightforward information. Complex topics or discussions that require in-
depth explanation may not be well-suited for the memo format.
2. Time-consuming to Produce: While memos are generally shorter than
reports or other forms of communication, they still require time and effort to
create. This time commitment can be a drawback, especially for busy
professionals.
3. Can Be Expensive If Printed: If memos are printed and distributed in large
quantities, the printing costs can add up. This expense may not be justified for
routine or non-essential communications.
4. Lack of Explanation or Elaboration: Memos often lack the depth of
explanation or elaboration that may be necessary for some topics. This can
lead to misunderstandings or the need for further clarification.
5. Not Suitable for Uneducated People: Memos may not be an effective
communication tool for individuals with low literacy levels or limited
understanding of business terminology. In such cases, alternative forms of
communication, such as verbal explanations or simplified written materials,
may be more appropriate.

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COMPARISION BETWEEN MEMO AND BUSINESS LETTER

Basis of
Comparison Memo Business Letter
Internal
Formal communication
Meaning communication within
with external entities
an organization
Nature Informal Formal

Exchanged Employees within the External parties (clients,

Between same organization vendors, etc.)

Can be longer, more

Length Generally shorter
detailed
Typically includes
Signature Often not required
signatures
Quick, routine Formal, official
Communication
messages correspondence

Detailed, often includes

Content Brief and to the point
formal language

Less structured, may

Structured with formal
Format lack salutation and
salutation and closing
closing
CLASSIFICATION OF MEMOS
1. Direct Memos:
 Routine Inquiries:
 Memos that seek information or clarification on regular, day-to-
day matters.
 Typically involve straightforward questions and requests.
 Routine Responses:
 Memos providing answers or information in response to routine
inquiries.
 Focus on providing clear and concise information to address
inquiries.
 Policy Memos:
 Memos that communicate information about organizational
policies.
 Detail changes in policies, procedures, or guidelines that affect the
recipients.
 Directives:
 Memos containing specific instructions or commands.
 Clearly outline tasks, responsibilities, and actions to be taken by
the recipients.
2. Indirect Memos:
 Bad News Memos:
 Memos conveying negative or unfavorable information.
 Approach with sensitivity, providing explanations and possible
solutions.
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