Memorandums

Introduction
 Memorandum is more popularly known as
memo. The literal meaning of the word is a note
to assist the memory.
 It is a written statement that you prepare
specially for a person or committee in order to
give them information about a particular matter.
 It is used for internal communication between
executives & subordinates or between officers
of the same level.
 Purpose
 To issue instructions.
 To seek some explanation.
 To intimate granting/withholding permission to do
something.
 To communicate policy changes.
 To confirm a decision earlier arrived at.
 To give / seek suggestions.
 To remind someone of action required.
 To request help or information.
 Memo format
 The tone of the memo need not be very formal. Nor should it
be so informal.
 Three factors to be kept in mind while considering the tone
are :
1) who is going to read the memo,
2) the subject-matter of the memo, and
3) the company house style
 It must be clear, concise, and courteous.
 If more than one point are dealt, it is usual to put them in
separate paragraphs and to number the paragraphs.
 Advantages of the Memo form
 It is very brief.
 It is convenient.
 It is inexpensive.
 It can be used for future reference.
 Writing Memos
 Indicate the subject, date, name of the sender and
the receiver.
 No courtesy titles required.
 Preferably discuss one subject.
 Divide the body into paragraphs.
 Use numbered points & sub-headings if relevant.
 Be brief but clear.
 Use the appropriate tone.
 Office Orders

Order suggests acceptance or compliance.

If a message is conveyed as an order, it means that
it carries a stamp of authority with it and has to be
accepted.

It is usually related to – posting, promotion,
suspension, termination of services, granting /
withholding certain increments, granting /
withholding certain privileges, imposing certain
restrictions, intimation of disciplinary proceedings,
etc.
 Writing office Orders
 Very concise, absolutely no unnecessary
details, no explanations.
 Absolutely simple language, no scope for
ambiguity; idioms, phrases, slangs to be
avoided.
 Clarify who the order is meant for.