Memo writing

A memorandum is a note or a record for future use. For

an organization, it is very important to have an efficient
way of communication. It is an intra office tool. It has a
number of purposes.
In simple words, a memorandum is a written message
or information from one person or department to
another in the same business. It is less formal than a
letter.
A memorandum is often abbreviated as a memo.
Effective memos clearly state the objective in the first
sentence.
Purpose of Memorandum
A person writes a memo with some purposes in mind. It is used
To inform.
To inquire.
One can use it to report.
To give suggestions.
To remind.
One can use it to instruct.
One can promote goodwill using a memo.
To communicate the ideas.
Parts of Memorandum
There are mainly five parts of a memorandum. They are
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 title
DATE: Complete date
SUBJECT: Reason for writing a memo
Opening Segment
In this segment, one can find the purpose of the memo. The opening paragraph includes the reason
or the motive of writing a memo. It gives a brief overview of the memo.
Context
It is the event or circumstance of the problem the writer is solving. One should clearly mention the
context.
Task Segment
It is the segment one must include to mention the steps for solving the problem. One must only
include the needed information. Do proper planning before writing a memo.
Summary Segment
If a memo is more than a page, one must include a separate summary segment. It is not necessary
for a short memo. It helps the reader to understand the main idea of the memo. Also, it helps to
take the required steps.
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.
Important Points to Remember
Always use a clear and specific subject line.
Do not waste the reader’s time by using lengthy memos. Be clear and concise.
Use the active voice.
Use the first person.
Be formal.
Avoids slangs and friendly words.
One should use a careful and logical arrangement of information.
Keep the paragraphs short.
One can use enumerations for the paragraphs.
One can use solid capitals and center indentation for important details.
Use of bullets to make points.
Always end the memo in courteous words.
Use text fonts and color to attract attention.
Avoid rude and thoughtless memos.
It does not need a complimentary close or a signature.
Proofread the content before sending.
 Advantages of memo
Avoiding Distortion of Information: Memo helps to avoid
distortion in messages that occur in internal oral communication.
Avoiding Misunderstanding: Memo provides all concerned
with the same information. Therefore, there is little chance of any
misunderstanding between the recipients of a message.
Preserving Information: Since memo is a written document, it
can be preserved. Such preservation develops an information
base in the organization and any one can access it whenever he
needs.
Maintaining Consistency: Memo also helps managers to
maintain consistency in their actions and decisions for
recurring problems. By examining the previous records, they
solve similar problems in a similar way.
Quick Exchange of Information: The use of memo is
restricted within the boundary of the organization. Therefore,
through writing memo any information can be exchanged
throughout the whole organization very quickly.
Concise Presentation of Information: Memo is generally
written concisely. Whatever the subject of memo is, it is
written directly and concisely.
Less Expensive: Memo is a less expensive 
medium of communication. It does not require any
mail or telephone expenses.
Use as Reference in Future: Since memo is a written
document, it can be preserved and used as reference in
future.
 Disadvantages of memo
Memo is a written means of internal communication. Although it
is widely used in exchanging information within the
organization, it has some limitations. The followings are some of
its major disadvantages or limitation of using memo:
Limited Field of Application: The use of memo is restricted
only within the boundary of the organization. It cannot be used in
communication with any external party.
Not Suitable to the Illiterate People: Office memo is a kind
of written communication. Therefore, it has no utility to the
illiterate people.
Lace of Explanation: Memo is generally written concisely.
Therefore, it does not provide any explanation or clarification of
message to its readers.
Problem in Modification: If memo circulates any wrong
information inadvertently, it cannot be revised instantly. For
necessary rectification, it requires circulation of corrigendum.
Time Consuming: Formal memo requires time for drafting and
circulating it to the various parties.
 Memo as a form of business communication
The world of communication is changing rapidly. Digital
communication through email, WhatsApp, Slack or Teams or text
dominates offices across the world today.
Whatever the medium, one thing remains unchanged: the office
memo. Companies still use memos to communicate policies,
procedures and other business-related information within an
organization.
What is a memo? Quite simply, a memo is a tool for internal
communication in the business world. It could be about
something as insignificant as the cafeteria being shut for a few
days or something significant like a change in an organizational
structure.
A few other ways in which memos are used are:
To Recount An Event Or Piece Of Information
To Send A Reminder
To Pass Or Circulate Information
To Highlight An Event
To Keep An Official Record Of Anything
Every organization has formal and informal channels of
communication. When employees informally communicate with
each other, using or unofficial channels of communication, they
may end up receiving information that’s baseless and untrue. This
type of communication is called grapevine communication.
It’s characterized by rumor, gossip and speculation. Hearing
something on the grapevine means that an employee has heard
some piece of information that’s being passed around in unofficial
channels. The grapevine has its advantages but it can also cause
unnecessary tension in an organization as it can be misleading
and untrue.
Take salary cuts, for example. There may be a rumor that there
will be salary cuts in an organization. Before the news is
officially confirmed by the top management, employees may start
second-guessing their position in the company. Before you know
it, some may jump to conclusions about departments shutting
down or employee layoffs.
One powerful way of addressing this kind of troublesome
speculation is to send a memo, explaining the imminent changes.
A memo in business communication is usually a short document
circulated within an organization. Memo writing in businesses
should maintain a succinct yet professional style because the
intended readers are your peers.
The goal of a memo in business communication can be
identifying a problem, proposing a solution or even stating some
facts. Whatever the goal may be, your memo should be able to
persuade your readers. Harappa Education’s Writing Proficiently
course can help you learn how you can structure your thoughts
and write them clearly and impactfully. The GRT–Goal,
Recipient, Tone–framework will help you present your key
arguments objectively and compellingly.
Thank you