Memorandum

Memo is a written communication from one person to another within the same organization. To bring up a problem To solve or suggest solutions to the problems It may be informative not requiring action such as price changes, policy changes etc Most are written to induce some kind of response e.g. Memos on deadlines may remind you to step up with your work. It is important that your purpose is clear and what action you expect.

Memos
Memo is a shorter form of the word Memorandum It is a note to help the memory or a record of events, etc, for future use or records Can also be described as an informal letter without signature . However, it has become common practice these days to sign a memo

Memo headings usually have fully blocked style.

Memo may not have salutations and complimentary close .

Many organizations have pre printed Memo stationery . It is important that the memo headings show details of sender, receiver and reference and date.

Nature of memos
Memos cover events and developments organisation Memos contents are meant to be noted They are generally informatory in nature They are generally of short-term relevance These are addressed to specific individuals only within the

Heading: The heading should take up around 1/8 of the document. It is usually a listing of names and agendas. A typical heading follows this format: TO: (name and job title of recipient/s) FROM: (name and job title of sender) DATE: (including year) SUBJECT: (one-line description of your subject

Opening: Start by saying what the memo is about. A good starting sentence would be This concerns the new dress code which will be implemented on Monday, September 1st. This part should be about three to four lines long on a lettersized sheet, or about of the memo.

Context: This is where you get into detail about your subject. Use two to four sentences to state the problem and provide any background information.

Arrange your details in descending order, starting with the most important.
Together with the task, this should take up about half of your memos body. In shorter memos, the context is made clear in the opening so a second paragraph isnt always necessary.

Task segment: This is where you make that call for action. Make sure to connect it sensibly to your context part; if its about that dress code, the task is to follow it starting Monday.

If you are replying to another memo, give a brief recap of your task and say what you have done to accomplish it.
A good task statement might go, In response to your previous request, I have or To minimize costs, you are requested to

Closing: After delivering your message, end with a courteous statement offering your assistance on the task.

It can be something as simple as For questions, please contact the HR Department at Make it sound formal but sincere.
The closing and summary parts should take up about 1/8 of your memo

Summary:

Most memos dont take up more than one page, but if its longer, you need a summary segment to wrap it up.
Just give a brief recount of your key points or recommendations. In an academic setting, you may also have to include your sources or references.

Some final tips

Most memos are left-aligned, single-spaced, and have a one-inch margin on all sides. Keep your paragraphs short. Write out lists in bullets. Sometimes Re: is used in place of Subject: Both are appropriate, but most offices have in-house rules regarding memo formats. Use old office memos as guides. Avoid bias by listing recipients in alphabetical order. When sending electronic memos, provide a hard copy for formality. Keep a friendly but professional toneyour memo should be somewhere in between a personal note and a full-length business letter.

 Should be carefully drafted, bearing in mind the 7 Cs of communication Underlying principle of adaptation to the reader must be followed Ensure that copies reach all concerned well in time so that there is no communication gap Sometimes circulars refer to previous communication on the subject This may make it difficult for the user to follow. Whenever such a circular is drafted, it should, as far as possible, be comprehensive in nature Reader should be able to understand contents without having to refer to the previous communication.

Drafting of circulars & memos calls for good communication skills . All relevant facts and figures should be covered in an organised manner Wherever necessary, illustrations and examples should be given as annexure Indifferently drafted communication may create confusion - may necessitate further clarifications being sought.

Circular
A written communication addressed to a circle of persons, customers etc May cover a notice, advertisement etc Process of sending circulars is known as circularizing Circulars are means of sending specific, subject-related instructions

Nature of circulars
Circulars contents are expected to be mandatorily followed They are in the nature of instructions and guidelines Are of a permanent nature, of long-term relevance; may be modified as and when instructions need to be revised Can be general for the whole organisation, or concerning a particular department, or for customers only

Assignment : Tutorial
You work in the offices of Southern Star Insurance Company. The company has recently redesigned all its stationery ( writing paper, memo ads, invoices, cards, envelops, etc) and these are to be issued to all the staff next week. The company Manager Ms. Zarina Malik has asked you to inform everyone to use the new materials immediately even if they have old stationery left over. Old materials can be used as scrap paper. The memo has to be sent in her name.