MEMORANDUM The two widely recognized categories of communication in the business world are external and internal communications.

. Internal communication is essential for the internal functioning of any organization. It integrates the managerial functions and serves to influence the behaviour and attitude of the people through persuasion and encouragement to contribute in achieving organizational objectives. Three forms of business correspondence namely, business memos, faxes and emails are quick, easy and effective ways to communicate internally and externally. One can communicate internally and externally to Colleagues Other departments Other divisions of the company Decision makers at all levels What do these three (memo, fax and email) have in common? 1 They are streamlined for the busy world of work. 2 Memos are far less formal in tone than a letter. Emails are even more informal than a memo. 3 They send information fast to the busy readers and focus on day to day activities of the company like sales and products, schedule change, progress reports, orders, personal decisions, etc. 4 All of them require technical expertise for preparing a readable and effective memo, fax and email. Memorandum is popularly known as memo. It means a note to assist the memory. Memorandum is the singular form and its plural form is memoranda. A memo is used for internal communication only. A business memo is a formal written message, written in a conversational form for someone within the organization to meet a specific need. As business memos solve problems and act as a means of decision making, they serve many purposes. They may be used to : 1. Describe problems 2. Announce a company policy or plan or a change in the same 3. Request for information or additional resources 4. Contain proposals or requests for proposals 5. Explain policy statements 6. Contain office instructions or guidelines

7. Persuade the reader to take an action 8. Invite the reader to business meetings/ conferences 9. Give feedback, suggestions or recommendations 10. Seek explanations or clarifications 11. Be just polite reminders 12. Used for documentation As a link between people within an organization, business memos help members of the organization communicate without the need for time consuming oral discussions, meetings, and conferences. Memos can move in all directions as they may involve any of the three channels of communication: downward, upward and horizontal. Downward memos are used to communicate to the subordinates in the hierarchy of the organization. They are primarily used to: Convey routine information such as new products or services being introduced, new policy Discuss matters relating to personnel practices such as transfers, official instructions, Seek explanations or clarifications Send feedback Give instructions changes, introduction of new procedures, new market strategies being followed, etc. promotions, etc.

Upward memos are sent by subordinates to their superiors. They might contain grievances, complaints, suggestions, findings and recommendations, new ideas, problems, proposals, etc. Horizontal memos are sent to peer groups or to people who are hierarchically equivalent in the organization. Although the main purpose of the horizontal memos is to develop cooperation and coordination through peer interaction between individuals working in an organization, they may be used to persuade the reader to take an action, such as attend a meeting, give a presentation, etc. Depending on their purpose, memos can be classified into three major categories A) Documentary memos these memos are mainly used for conveying information. They are used to remind, announce, give instructions, explain a policy or procedure to your peer or superior, to make a request or recommendation, etc.

B) Congratulatory memos - these memos are used to give credit to employees of an organization for the outstanding work they have performed. C) Disciplinary memos when employees violate the rules or breach the code of conduct in an organization, they are served with a sever warning or any other punishment as decided by the management. The memo conveying this information is known as disciplinary memo. Characteristics of effective memos Memos play an important role in the decision making process in an organization by facilitating the flow of information within its various parts and units. Good memos share certain characteristics, which include the following: Clarity is the first characteristic of a good memo. A memo must be clearly written because an unclear and vague memo will confuse the reader, leading to delay and inaction. In order to maintain clarity in memos, the following points must be remembered: Clear references should be used Simple, familiar and specific words and expressions should be used Clichs, proverbs and phrases should be avoided Short sentences and paragraphs should be used. Ideas should be separated into paragraphs. Appropriate linkers and traditional signals should be used.

Conciseness concise and direct memos are more effective. A memo should contain only essential information. Unnecessary explanations, repetitions, wordy expressions and exaggerations must be avoided in order to ensure that the memo makes its point with the fewest words possible. Unity of theme A memo, which does not have unity of theme, distracts the reader and ceases to be purposeful. An important way of ensuring unity in a memo is to make sure it deals with only one topic. A single topic is developed, and related ideas are subordinated. Focusing on a single topic helps the writer unfold the theme logically. Informal tone Although a memo is a formal business document, its tone is usually informal and conversational. Writing strategies As business memos are systematic attempts to solve problems and stimulate thinking or action in individuals and groups, a systematic writing plan needs to be followed. The following steps will help in organizing and presenting a memo systematically: Analyze the problem and purpose

Determine the needs of the reader Determine the scope of your message Organize your message Write the first draft Revise, review and edit Write the final draft Structure and layout Standard memos are divided into five main segments to organize information and to help achieve the writers purpose. 1. Heading segment 2. Opening segment 3. Discussion segment 4. Closing segment 5. Signature segment 6. Necessary attachments segment (optional) 7. Distribution segment (optional) XYZ Ltd. 12, Gandhi Marg, N Delhi - 110002

Date To From Subject _______________________________________________________________________________ __________________________________________________________________opening _______________________________________________________________________________ __________________________________________________________________discussion _______________________________________________________________________________ _______________________________________________________________________________ __________________________________________________________________closing

Signature Attachments Distributon Subject line Supervisors vague and lacks focus Salary increase for supervisors clear and focussed Details of the training programme clear and focused One word subject lines do not communicate effectively. Opening The purpose of the memo is usually found in the opening paragraphs and is presented in three main parts The context and the problem is the event, circumstance or background of the problem you are handling in the memo. Include only what the reader needs. Example In our effort to reduce absenteeism in our division The task describe what you are doing to help solve the problem. The purpose of the memo The purpose statement of a memo gives you reason for writing it and forecasts what is in the rest of the memo. This statement should be forthright and explain to the reader exactly what is in store. For example This memo presents a description of the current situation, some proposed alternatives and my recommendations. Only that much information should be included that is needed by the decision makers but it should be convincing that a real problem exists. In short, start the memo with one or two clear sentences to tell your reader the need and the purpose of the communication. Discussion - The discussion segment is the part where you develop the argument that supports your ideas. For example if you write a memo to your superior who has asked you to analyse the feasibility of offering some new services to employees, you can explain the details of your analysis in this section. Closing Close your memo with a courteous ending that states what action you want your reader to take. Always consider how the reader will benefit from the desired actions and how you can make those actions easier.

For example I will be glad to discuss this recommendation with you during our Tuesday trip to Delhi and follow through any decisions you make. A memo can end with some complimentary remarks or directive statements. While a complimentary close motivates a reader and makes him/ her feel happy, a directive close tells them what exactly you want them to do next or what your plans are. Examples of complimentary close If our results continue to improve at this rate, we will attract more students during the Please accept my compliments for introducing this new computing system in your division. I would like to resolve the issue only after hearing from you. Kindly inform me before 20 To complete your analysis in time, our Finance Minister would provide the necessary data coming years. Congratulations! Examples of directive close July 2010. tomorrow, the 9 July 2010. Please bring along with you the registration details of the newly acquired land. Necessary Attachments In order to provide detailed information you may attach list, graphs, tables, etc. at the end of the memo. Be sure to refer to your attachments in your memo and add a notation about what is attached below your closing. Example Attached: Directors approval letter Attached: Several complaints about Product, April June 2010 Distribution The Complimentary copy also known as Cc can also be used instead of the word distribution. This segment is used to mention the designations of those people to whom you would like to send a copy of your memo. Example Distribution / Cc: HR Manager with a request to circulate among the employees Assistant Manager, Finance Style The style and tone of your memo will be controlled by the audience. Generally the tone of the memo is neutral and positive, but occasionally a memo is used to reprimand or issue complaints. The language should be courteous, straightforward, clear and crisp. Memos should be as short and to-the-point as possible. When writing to a co worker the tone can be casual while to a boss it may be more respectful and official.

Advantages of the memo It is very brief. It includes nothing except the message in its simplest form. It is convenient. The entries at the top only give the details about the addressee, the writer, It is inexpensive. Since it is used within the organization, no expensive stationary is It can be used for future reference. the subject and the date. needed. Examples Bhuvan Sharma, President, Computer Techniques Ltd, wants to inform all employees about extending a holiday bonus to them, equaling ten percent of their monthly salary. He conveys the information through a memorandum. 1 Computer Techniques Ltd 7, Bapu Marg, Jaipur Date To From Subject 8 July 2010 All Employees Bhuvan Sharma, President Bonus

I am always very pleased to have an opportunity to communicate with the members of our organization. Your hard working efforts are always appreciated. Because you have always provided much beneficial work to the establishment of our goals, I am pleased to tell you that we will be extending a bonus to all employees equaling 10% of your regular monthly salary. But dont get used to this unless you plan to work harder next year. Thank you for all your hard work and wishing you a successful and happy new year. 2 Computer Techniques Ltd 7, Bapu Marg, Jaipur Date To From 8 July 2010 All Employees Bhuvan Sharma, President

Subject

Holiday Bonus to all employees

I would like to offer my congratulations to everyone on an extremely successful year. Your hard work and dedication has helped us to meet and/or exceed all of the strategic and financial goals that we set twelve months ago. As a way to express our sincere thanks for your efforts, I am pleased to announce that you and every other member of the organization will receive a performance bonus equal to ten percent of your monthly salary to be used for a vacation. I encourage everyone to use this years success as a motivational tool that will drive us to even higher performance levels in the next twelve months. Congratulations again. Please have a happy and safe vacation. Bhuvan Sharma

Examples Write a memo to an employee granting permission to join a part time diploma course in marketing. Papermoon Exports Pvt.Ltd Bapu Marg, Jaipur Date To From Subject 8 July 2010 Ram Sharma, Marketing Executive V.B.Agarwal, Marketing Manager No: VA/83/2010 Permission to join Diploma course in Marketing

The office has no objection to your joining the FMS to do a part time diploma course in marketing in the evenings. But this must not interfere with your normal office routine. Please note that you will not be allowed to leave the office early nor will you be entitled to any special leave for this course. Signature Draft a memo requesting the details of expenses for upcoming Annual Sales Meeting. RK Home Furnishers Ltd Hyder Chowk, Hyderabad Date To From 8 July 2010 Ram Sharma, Personnel Manager V.B.Agarwal, Vice President

Subject

Details of expenses for Annual Sales Meeting

As discussed in my office, please get the necessary details pertaining to the expenses for holding our annual sales meeting at the Ashoka Hotel, Mumbai. As we are planning to begin the meeting on 11 August at 9 oclock, we should reach the venue on 10 August 2010. Send me the following information Travel costs for 25 participants, including air travel to Mumbai and local transport in Mumbai. The list of the participants is attached. Lodging and barding charges during the three day stay in Mumbai Costs for conference hall and necessary equipments such as projectors, podium, etc. I would like to have all the information by 13 July 2010. Signature Attachment: 1 List of participants Draft a memo to request for purchasing three photocopiers as four new departments have come up. National Institute of Technology Worli, Mumbai Date To From Subject 8 July 2010 Ram Sharma, Dean, Educational Hardware Division V.B.Agarwal, Manager, Purchase Department Purchase of three Photocopiers

With the addition of four new departments and consequent increase in the number of both faculty and students, the volume of work in the photocopy section has considerably gone up. The two Parrot photocopiers that we have at present are no longer adequate to meet the demands. These machines were bought seven years ago and have become obsolete. Moreover, they break down frequently and need major repairs. This year alone we have spent Rs.25000/- to keep them in working condition. Our estimate shows that we now require at least three more photocopiers to cope with the increasing demand. We have studied the features and the cost of various brands of photocopiers currently available in the market. We recommend the purchase of three Cuckoo photocopiers manufactured by Jungle Ltd., Mumbai. I request your approval for the same.

Signature Attachment: Price list