Welcome to this topic entitled Memorandum! A memorandum is in its singular form, memoranda or memorandums in the plural form. It is often written from a one-to-all perspective (like mass communication), broadcasting a message to an audience, or even to a one-on-one, interpersonal communication. Here, we will define what is a memorandum, its various types and its different forms, and finally, we will write memos ourselves. As future technical and business writers, a memo will be one of your friends in the world of work. Hence, you have to have complete mastery wielding this very potent tool of business and technical communication. So, what are you waiting for? Let’s get going!
Intended learning outcomes (ILOs)
At the end of this topic, you should be able to:
- Define and explain the nature of a memorandum;
- Discuss the tips for effective memos;
- Elaborate the different type of memos; and
- Construct a memorandum.
What is a Memorandum?
A memo (from the Latin word memorandum, meaning “reminder” or “to remember”) is an official business and technical document normally used for communicating policies, procedures, or related official business within an organization. A memorandum is in its singular form, memoranda or memorandums in the plural form. It is often written from a one-to-all perspective (like mass communication), broadcasting a message to an audience, or even to a one-on-one, interpersonal communication. As such, it is considered as the major form of communication within a company. Memos can be as formal as business letter and even used to present a report.
Purposes of a Memorandum
As a primary communication tool of many companies, memos have various purposes and some of these are:
- To inform. The communication dynamics within a company is diverse because of the diverse people who comprise the company population. Memo is the official information dissemination tool. However, rumors and gossips (also known as “grapevine”) are unofficial communication tools for some. To prevent this, memos are in place to make communication “official.”
- To call for action. The formality of a memo makes it the usual means to call for employees or even superiors to take heed of directives, order, instructions, among others. Some employers use memo to hire, fire, retain, and promote certain employees.
- To persuade. While memos do not normally include a call to action that requires personal spending, they often represent the business or organization’s interests. They may also include statements that align business and employee interest, and underscore common ground and benefit. (Lumen, 2018)
Five Tips for Effective Memos
The following tips for writing effective memos lifted from lumenlearning.com (2018) are very handy when writing memos. They are the following:
- Audience Orientation. Always consider the audience and their needs when preparing a memo. An acronym or abbreviation that is known to management may not be known by all the employees of the organization, and if the memo is to be posted and distributed within the organization, the goal is clear and concise communication at all levels with no ambiguity.
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Professional and Formal Tone. Memos are often announcements, and the person sending the memo speaks for a part or all of the organization. While it may contain a request for feedback, the announcement itself is linear, from the organization to the employees. The memo may have legal standing as it often reflects policies or procedures, and may reference an existing or new policy in the employee manual, for example.
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Subject Emphasis. The subject is normally declared in the subject line and should be clear and concise. If the memo is announcing the observance of a holiday, for example, the specific holiday should be named in the subject line—for example, use “Thanksgiving weekend schedule” rather than “holiday observance”.
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Direct Format. Some written business communication allows for a choice between direct and indirect formats, but memorandums are always direct. The purpose is clearly announced.
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Objectivity. Memos are a place for just the facts, and should have an objective tone without personal bias, preference, or interest on display. Avoid subjectivity.
Types of Memos
The following are the basic types of memos.
- Directive memo. This memo state a policy or procedure you want the reader or co-worker to follow.
- Trip Report memo. A trip report memo is usually sent to a supervisor after an employee returns from a business venture.
- Response memo. The purpose of this memo is to provide the audience with desired information.
- Field Report memo. Field report memos are often used to report on inspection and procedures. These memos,, known as field or lab reports, include the problem, methods, results, and conclusions, and it spends less time on the methods section.
Other types of memo include:
- Operational memos
- Environmental memos
- Form/document memos
- Dress code memos
- Financial memos
- Cover memos
Parts of a Memorandum
Just like a business letter, a memorandum has the following Essential and Supplemental parts:
Essential Parts
- Letterhead. This is the source or the origin of the memo.
- Heading/Masthead. The heading of memorandums is designed to allow a reader to understand what he or she is looking at, and decide quickly whether he or she should read it. The heading has four or five parts, appearing in this order:
- To: This part tells who is the recipient of the memo.
- From: This part contains the origin of the memo
- Subject: This section carries the purpose or topic or intent of the memo
- Date: This part contains the date when the memo was written
- Body. This part contains the message of the memo. It has the following structural sub parts:
- Purpose. Because many messages cross a reader’s desk (or computer screen) daily, the first thing she is likely to ask upon seeing one is “Should I read this?” The “purpose” section answers that question. A very direct opening like “The purpose of this memo is to …” is perfectly acceptable. It may be addressed to me or any specific and intended reader.
- Summary. The summary is a brief recounting of the entire memo, including discussion/background, conclusions, and recommendation. Its placement as the second section allows a reader who does not need to know the details to stop reading.
- Discussion/Background. The discussion describes the method by which the conclusion was reached. This section provides details of the subject and the justification for the conclusion. In almost all cases this is the longest section of the memo – (e.g., five paragraphs of an eight-paragraph memo, or two pages of a three-page memo). It is directed to those who need to know details — laboratory assistants and clerical staff, faculty members, field technicians, draftsmen, among others. In the case of a progress report, this section will include estimated costs, possible personnel, available facilities and supplies. It may take a narrative form in some cases.
- Conclusion/Action. This makes some sort of conclusion from the issues and problems described in the “Background/Discussion” section. It also describes where you intend to go from here, or what specific course of action would be taken next.
- Signature block. This part contains the name and signature of the originator of the memo.
Supplemental Parts
- Attention Line. This part lists the specific person or office whom the memo is directed.
- Greeting/Salutation. This part sets the tone of the memo whether formal or not so formal depending on the need of the context.
- Complimentary closing. Formally closes the conversation and using a comma as punctuation.
- Reference/Initial tags. The initials of the person who typed the memo in behalf of the signatory.
- Enclosure notation. Identifies the presence and number of attachments included in the memo.
Sample Memorandum
Click on the sample memo below to learn more.
References
- Lewis, L. (2009, February 13). Panasonic orders staff to buy £1,000 in products. Retrieved from http://business.timesonline.co.uk/tol/business/markets/japan/article5723942.ece
- Lumen. (2018). Memos: Purpose and Format. Lumen Technical Writing. Accessed on August 12, 2018 from the website: https://courses.lumenlearning.com/technicalwriting/chapter/memos_-purpose-and-format-2/