memorandum and official notes

8/9/2019 Memorandum and Official Notes

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THE STRUCTURE AND FORMAT

OF

MEMORANDUM AND OFFICIAL NOTES

Prepared by

RENNY. M. P.


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INTRODUCTION

Communication is vital to our existence in civilized society.

Organizations exist through communication.

Two forms of communication:

oralwritten

Communication plays an indispensable and significant

role in organization.

Memoranda are the letters written inside the organization.

Forms part of inter- and intra-departmental correspondenc


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Etiologymemorandum is derived from the Latin word memorare

changed to memorandus(=notable).Literally means to provide information.

DefinitionInternal communication between

executives & subordinatesofficers of the same level.

A written statement that provides information about aparticular matter by a person or a committee to other people.Brief official note circulated to one or more than oneperson, depending on the nature of information to becirculated.


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THE PURPOSE OF MEMOS


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DIFFERENCE BETWEEN MEMOS AND LETTERS Basic purpose of a memo & letter is to inform, make requests,to put on record, to report and invite suggestions, etc.Variances is in the nature of the tone as well as the style.

LETTER MEMO

More formal More conversational

Not varied much according to therelationship

Varied according to the relationshipshared etween the sender and the

receiver

Title or prefixes are used Names of people are used

A solution or a complimentary close

is present

Does not have a solution or a

complimentary close


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DIFFERENT COMPONENTS OF A MEMO1. HEADING.

Some larger companies exhibit their name, department,plant, location, territory, store number, and so on.

Includes reference to the sender and receiver.Official designation is used to address and to indicateaddresser.

2. REFERENCE.Reference number for a memo.Helps in filing and recording of documentsCross referencing becomes easy.


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3.DATE.

Full dates are important for future reference.prevents errors of miscommunication that might crop up.

4. SUBJECT.

brief and should be able to communicate the basic

intent of the message.prepares the reader for what is to follow.should be a sentential shorthand

e.g. : Purchase of Computers'.


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5. MESSAGEdirect and brief and is phrased in short and simple sentences.The main body of memo includes the following:

Introduction: It means background information.+ briefly give the reason for writing+ refer to previous communication+ who? What? Where? When?Details : Here is the presentation of the facts and figures.+ logical sequence+ separate into paragraphseach one dealing with a separate

aspect of the main themeResponse : This is an action statement.+ action you want the reader to take+ action you will take+deadline?Close : A relevant one-liner.


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6. SIGNATURE ORINITIALLING THE MEMO.Signed or initialed on the procedure adopted withinindividual organizations.


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THE FORMAT OF A MEMO

GLOBAL ENTERPRISESGLOBAL ENTERPRISESKaulKaul LumpurLumpur

MEMORANDUM

To Frank Gates, Branch Manager, LeedsFrom Derek Hall, Managing DirectorRef MO/ST/563/45Date November 15, 2008

SUBJECT : Request for cost information concerning meeting at TimberCreek Lodge

As we discussed earlier in my office today, please get the necessaryinformation for conducting our annual sales meeting at the Timber CreekLodge, Timber Creek village, Bangalore. Our meeting will begin on

Monday, December 24; so we should arrange to arrive on the 23rd. We willleave after a morning session December 27.


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Specifically, I want the following information :

1. Travel costs for all 45 participants, includinga) air travel to Denver andb) ground travel between the airport and the Lodge.

I have listed the names and home stations of the 45 participants on theattached sheet.

2. Room and board costs for the five day period, including cost with andwithout dinner and the Lodge.

3. Costs for the recreational facilities in the Lodge.

4. Costs for the meeting rooms and meeting equipment (projectors,

lectures, etc.). We shall need a room large enough to accommodate our45 participants.

If you need additional information, please call me. I would like to havethe information by November30, if possible.

Michelle Langa


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TYPES OF MEMO

Memo

Direct Memo Direct Inquiry

DirectResponse

Policy memo& directives

Indirect

Memo

Memorandumto File

Different types based on the nature of content they have.


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TIPS ON WRITING A MEMO

Dr. Joan Mimmuiger says there are two phases for a memo:Phase 1 - The exploratory phasePut down everything you want to say about the subjectUse personal pronounsDont judge what you have written in this phasePhase2- The crafting phaseUnderline ever item that is vital to you readerJot down the purpose of the memo at the top of the pageDivide your underline items into separate categoriesWrite a heading for each categoryDetermine the order of importance of each category to

the reader & number themUse you& your instead everyone is requestedInclude a name e.g. john, I will send.Avoid being impolite- add pleaseAvoid over politeness- I should be very gratefulAvoid unnecessary expression thank you


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OFFICE NOTESOffice notes are used for horizontal communication.

Between Departments or between officers of almost equa

rankOffice notes usually follow the memo format.


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REFERENCE BOOKS

Business Communication, Lesikar & pettit, Sixthedition, 2005.

Business Communication,Varindar Kumar.

Business Communication, R.C. Bhattia.


16/16Thank you

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