What is memo? ๐ค - Issue #10
A memorandum (memo) is written message exchanged by managers or employees in the daily conduct of work. Some other title variations of it include office memo, interoffice correspondence, or interoffice communication.
Since memorandums are circulated among colleagues, they tend to be informal. But the range of formality in memorandums varies from organization to organization and with the person you are communicating.
For example, a department supervisor sending a memorandum to the board of directors or the company president would give the message more than the minimal degree of formality.ย Perhaps he/she would write in the third person rather than the first person used in most memorandums as third person writing gives an impression of formality.
On the other hand, a worker may send this simple, handwritten memorandum to his co-worker asking for certain file.ย "Please send me copies of all invoices from the ABC company for the past 6 months." And the co-worker's response is also likely to be a brief, informal message transmitting the invoices, such as "Here are the invoices you requested."
Most large companies have stationery printed memorandums with date, to, from, and subject headings.ย
Some companies just use handwritten ones. Such memorandums typically are one or two line messages - simple requests and responses that require little or no formality as the second example above.
Types of Memorandums
1. Memorandum can be direct expressing requests, giving routine information or conveying orders or work guidelines from administrators to subordinates.ย
Sample Format
begin directly with the objectiveย
write the necessary explanationย
write the specific information needed in logical order
end with courteous words
2. Although rare, memorandums can also be written indirectly. This type is used when refusing requests. Since the reader will not receive the message favorably, this type of memorandums should be handled tactfully.ย
Sample Format
begin indirectly and as pleasant as possible
write the explanation (which is positively worded, clear, and convincing)ย
write your refusal in the positive form of an alternative
end with positively and friendly tone
3. One common use of memorandum is to retain information for future use.ย
Example 1, an executive might be having difficulties with an errant subordinate. The executive could record the subordinate's errors in memorandums as they occur and address the memorandums to file. Later the executive could review these memorandums in building a case for disciplinary actions.
Example 2, an executive might participate with other executives in a meeting at which no record was kept. While the meeting activities are fresh in the mind, the executive could record them in a memorandum addressed to file. The information would then be stored for future reference.
Nowadays, most memos are communicated in electronic formats. Whatever the medium, the main purpose of a memo is to transmit message to people working at different levels in the organization hierarchy.
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