Memo
Memo is the short form
of memorandum. It is generally written by the officers of an organization
mainly for sharing information. It is one of the most powerful tools of
business correspondence/Business Communication. The exclusive feature of memo is inside circulation.
It is just circulated within the organization among the employees and officers.
Memo can be varied from the routine details to complete reports and proposals
but they often are short and confined one to two small paragraph only.
Purposes of Memo Writing
As it is one of the
powerful tools of business communication, it has the following purposes.
a.
The memos are written to inform about the new and updated policies, rules and
regulations, procedures of the organization.
b.
We write memo to announce about the meeting, some programs, and the changes and
updates.
c.
Organizations make decision which are presented and notified to the employees
through memos. Thus memos are written to present the decision.
d.
They are also used to transmit the documents.
Format of Memo
At the top the name of
the department/company
Heading
To Line (The recipient)
From Line (The Sender)
Subject Line (The
Subject Matter)
Date Line (The date)
Body (The message)
The Close
Signature
Name (Designation)
Style of Memo
As other writing
messages, memo also should possess some of the features of business
communication. It is simply concise in nature, it should be very clear in
message, sentence structure as well as in its layout.
Memo should be written
in more direct style. The nature of memo is required as direct as you telephone
or in face to face talk. One should not mention the detail and background in
memo. Furthermore, while writing memo, you should reread, revise, make
necessary edit and proofreading etc.
The format/Structure of Memo
As I have mentioned
what you are going to write in the head to the memo, Here lets see what to
write in subject line, introductory paragraph, body and close.
Subject Line
It mainly summarizes
the main idea, the subject matter of the memo or it is the title of your memo.
For example
The Appointment to New
Manager
Tobacco Use Policy
Workplace Harassment
Memo about Policy
The Winter Vacation
Introductory Paragraph
It introduces your
message of the memo. The readers quickly make up their mind on what the memo is
about. You simply write the purpose of your writing. If some background
information is required or relevant to mention in brief, the writer immediately
after the purpose of writing it is mentioned in very short form.
Body
The body contains the
main information and all the required supporting details. The supporting
details here mean the description, example, opinion, cause and effect or as per
the requirement of the subject matter. Although, we often write details in
body, it needs to be formatted in short and focused paragraphs which is always
one main idea in one paragraph. You should put the idea and in compact sentence
structure with full of information (reduce wordy language) in bullet points.
Close (End)
Memo are required more conservative as well as
courteously at the close. It shares more features of face to face or telephone
communication. Do not hesitate to request and command or tell you expectation
clearly at the end.
For example. Please
send me your feedback if you want in advance at least 7 days of the program.
Let's make it success
first then we will go for the exertion for 2 days out.
|
Don't |
Do's |
|
Use
of Slang, Jargons and complex phrases |
Use
simple words |
|
Unnecessary
details |
Short,
Simple and Clear Writing |
|
Write
everything in one paragraph |
Make
2 or 3 Main idea and put them in separate paragraphs with supporting details |
|
Treat
draft as the final product |
Make
necessary edit, proofreading and so on |
Sample of Memo
Sample 1
From: Mike Young,
General Manager of SC Bank
To: All Branch Managers
Date: July 21, 2020
Subject: Cashier's
Dismissal
This is to inform you
all that Mr. Robin Caws, a cashier of Saftarjang Branch New Delhi has been
suspended on charge of misappropriation of fund.
All concerned are
requested to abstain from transaction with him. The authority will not be
responsible for any sort of wrong handling/mishap.
Your hard work and
dedication are always much appreciated.
Regards
……………….
Mike Young
Sample 2
From: The Manager
To: All Staff
Date: August 11, 2020
Subject: Tobacco Use
Policy
A Companywide ban on
the use of tobacco products will go into effect from September 10, 2020. The
main purpose of this policy is to promote a healthy work place environment.
According to the policy
both the employees and visitors will not be allowed to use cigarettes, pipes,
chewing tobacco, gutkha anywhere in the premises of office including the
company ground, parking and restrooms as well as in the company vehicle and personal
vehicle which is parked in the company ground.
You can get the detail
policy of Tobacco use in the company website. Please contact Mr. Rita Rai, HR
Department if you have any queries or feedback about the policy. Or your
feedback and queries can be forwarded at abchrdep@gmail.com.
Thank you all
Regards
……………….
Fenny Heike
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