Memos
There are many types and tools for official communication each
suited to specific situations. One such popular form of
communication is a memo. Let us learn about their format and
importance and also see examples.
What is a Memo?
A memo is actually short for Memorandum. It is one of the most used
means of official communication in the business world. Its main
purpose is to serve as a reminder or to give some instructions. Again
these like circulars are a means of mass communication, i.e. to
communicate with a large number of people within the organization.
Usually, we write a memo is for one of the following five reasons
i. as a reminder
ii. highlight an event or circumstance
iii. to recount an event
iv. keep an official record of anything
v. to pass information or instructions
Memos have been a popular way for commuting for over a century
now. This is because they have many advantages as seen below:
They are a very cost effective way of mass communication. And
their transmission is also very cheap.
Another advantage is their simplicity. They are very simple to
write and understand.
Memos tend to be brief and to the point. They also reach a lot of
people. So they are very time-saving as well.
They also serve as evidence in case of a dispute
The Format of a Memo
Let us see the steps of writing a memo.
1. Heading: After the name and address of the company (which is on
the letterhead) we type the word “Memo’ or ‘Memorandum’ at the
top of the page in the center.
2. Recipient: Address the recipients in the correct format, Example
-‘ To: All Employees of the Sale Division’
3. Writer: Write the name of the person writing the memo, Example –
‘From: Mr. ABC, Head of Sales’
4. Additional Recipients: These are the people who will receive a
courtesy copy of the memo. We don’t address the memos to them,
but we keep them in the loop.
5. Date: The date of writing the memos is an important detail that one
must include.
6. Subject Line: This will give the reader a brief idea about the
information in the memos. The line must be brief, precise and to
the point. Example – Subject: Meeting of all employees of the Sale
Division.
7. The body of a memo: This is where all the information is
contained. A formal salutation is not required in a memo. Just relay
the necessary information with clarity and precision. The body
must not be too long. The ending must restate the issue and end on
a positive note.
8. Proofread: Finally, proofread the memo before sending it.
Company Name
Company Address
Date of Memo
To: Recipient of Memo
From: Writer of Memo Writer's Initials*
Subject: Title of Memo in Initial Capitals
Engineers and scientists use memos to make requests, to give
announcements, and sometimes to communicate reports.
Memos that make requests or announcements are read
quickly. For such memos, get to the point in the first
paragraph--the first sentence, if possible. In other words, state
what you want up front. In the format suggested here, you
should single space your memos and use a serif typeface. Skip
a line between paragraphs. The following link shows this
format in a pdf display.
In memos that make requests or announcements, keep the
sentence lengths and paragraph lengths relatively short.
Sentences should average fewer than twenty words, and
paragraphs should average fewer than seven lines. Also, keep
the total memo length to under one page, if possible.
Sometimes companies use memos to communicate short
reports (two pages or more). For these types of memos, the
format changes, as shown in the following example. For
instance, you often include illustrations, attach appendices,
and break the memo's text into sections. If references arise in
the memo, you include a list at the end. In memos that act as
reports, the style changes as well. For instance, the sentences
and paragraphs are typically longer than in memos that simply
provide announcements or make requests.
For all types of memos, space your memo on the page so that
it does not crowd the top. Also, send copies to anyone whose
name you mention in the memo or who would be directly
affected by the memo. Finally, remember that final paragraphs
of memos that make requests or announcements should tell
readers what you want them to do or what you will do for
them.
Attachments.
Copy to:
Name to Receive Copy
Name to Receive Copy
*Initials should be written in ink
