A Memo

A memo (or memorandum, which means "reminder") is typically used within an organization to communicate policies, processes, or other official business. It is frequently written from a one-to-all (mass communication) perspective, conveying a message to a large audience rather than one-on-one, interpersonal contact. It can also be used to keep a team informed about project activities or to notify a specific group inside an organization of an event, action, or observance.

Purpose of Memo

Within a company, a memo (or memorandum, which meaning "reminder") is often used to explain policies, practices, or other official business. It's typically written from a one-to-all (mass communication) perspective, with the goal of conveying a message to a vast audience rather than one-on-one, interpersonal contact. It can also be used to keep a team up to date on project progress or to alert a specific group within an organization to a specific event, action, or observance.

One efficient strategy to deal with unofficial, informal conjecture is to make it obvious to all employees what is going on with a certain issue. If budget cuts are a worry, it could be a good idea to issue a memo outlining the upcoming adjustments. A memorandum may be issued if a firm wants its employees to take action. For example, Panasonic Corporation's high management declared on December 21, 2020 that all employees should purchase at least $1,600 worth of Panasonic items. The firm president stated that everyone would benefit if everyone backed the company with purchases.

While memos rarely contain a call to action that requires personal expenditures, they frequently represent the interests of the company or organization. Statements that connect business and employee interests, as well as common ground and benefit, may be included.

Memo Format

A memo contains a header that clearly states who sent it and to whom it is addressed. Pay close attention to the individual(stitle(s) )'s in this section. There are also date and subject lines, as well as a message with a statement, a conversation, and a summary.

We could expect to see an introduction, a body, and a conclusion in a traditional literary format. All of these are included in a memo, and each section has a specific purpose. The major issue is announced in the opening declaration, which uses a declarative language. The discussion expands on or summarizes key points related to the issue, while the conclusion acts as a summary.

Five Tips for Effective Business Memos

Orientation of the Audience:

                               When writing a note, keep the audience and their needs in mind. 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. An acronym or abbreviation that is known to management may not be known by all of the organization's employees, 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.

Professional, Formal Tone

                             Memos are frequently announcements, and the individual who sends the memo represents a portion or the entire organization. The announcement is linear, from the organization to the employees, and may include a call for feedback. Because it frequently reflects policies or processes, and may, for example, refer to an existing or new policy in the employee manual, the memo may have legal standing.

Subject Emphasis

                       In most cases, the subject is stated in the subject line and should be clear and simple. If the memo is announcing the observation of a holiday, for example, the event should be stated in the subject line—for example, instead of "holiday observance," use "Thanksgiving weekend schedule."

Format Directed

                Memorandums, on the other hand, are always direct. Some written business communication allows for a choice of direct or indirect formats, but memorandums are always direct. The goal is stated explicitly.

Objectivity

                     In your absence, the words you chose represent you. Ensure that your message is conveyed clearly.

Memos should contain only the facts and should be written in an objective tone without displaying any personal prejudice, preference, or interest. Avoid being subjective.

Letters

                    Letters are short messages issued to people who aren't part of the organization. They're usually printed on letterhead paper and only have one or two pages to represent the company or group. E-mails and memoranda, both hard copy and electronic, are examples of shorter messages, whereas reports are typically three or more pages long.

While e-mail and text messaging are more commonly utilized nowadays, the efficient business letter is still a popular form of written communication. It can be used to introduce you to a possible employer, to launch a product or service, or to express feelings and emotions. We'll look at a letter's basic structure before moving on to specific items or writing assignments.

In terms of language and format, all writing tasks have guidelines. The audience or reader may have their own ideas about what makes a specific letter type, and your company may have its own format and standards. This chapter explains the features that appear in all letters, but you should focus on the expectations related with your specific writing task. There are many different sorts of letters and many different modifications in terms of shape and content, but we'll focus on the fifteen aspects of a classic block-style letter in this chapter.

Letters can be used to present yourself and your qualifications to potential employers, to convey critical or specific information, or to document an event or decision. It can have up to fifteen elements in five regions, depending on the type of letter you need to write.

Elements of a Business Letter

Content:

              1. Return Address

Guidelines:

              This is the address to which a response could be sent. You do not need to add this information before the date if your letter includes a letterhead with this information, either in the header (at the top of the page) or the footer (along the bottom of the page).

                   2. Date

Guidelines: 

                   The date should be five lines from the top of the page or the letterhead logo, right or left justified.

                     3. Reference (Re:)

Guidelines: 

                     This is where you specify what the letter is about, the subject or objective of the document, similar to an e-mail subject line.

                          4. Delivery (Optional)

Guidelines: 

                         You may want to note how the letter was delivered on the letter itself. This can help a third party understand that the letter was delivered via a specific manner, such as certified mail (a legal requirement for some types of documents).

                 5. Recipient Note (Optional)

Guidelines: 

                    This is where you can indicate if the letter is personal or confidential.

                    6. Salutation

Guidelines: 

                     Dear Mr. (complete name)," for example, is a frequent salutation. If you're unclear about titles (e.g., Mrs., Ms., Dr.), simply put the recipient's name followed by a colon (e.g., "Dear Cameron Ralph"). In personal letters, a comma should follow the salutation, while in business letters, a colon should be used. For letters of recommendation or other letters that are intended to be read by anybody, the salutation "To whom it may concern" is suitable. If this isn't the case with your letter, but you're not sure how to address your receiver, do your best to figure out who the letter should be addressed to. For many people, there is no sweeter sound than their own name, and misspelling it risks alienating the reader before they ever read your letter. Avoid using generic salutations like "Dear Prospective Customer," as the lack of personalization may cause a future client to get irritated.

                           7. Introduction

Guidelines: 

                      Depending on the style of letter, this paragraph may include an attention grabber, a reference to the document's goal, or an introduction of the person or issue. The most significant or crucial aspect of the letter is used in the introduction in an assertive opening. Because readers pay attention to openers, it's a good idea to lay out the reader's expectations right away. The clear opening in your introductions establishes context and promotes comprehension, just like it would in a speech.

                          8. Body

Guidelines:

                   The body of your letter should contain a list of points, a sequence of facts, or a series of questions. You can use organizational methods like a bullet list or simply number them to bring attention to them. Because readers may skim through the body of your message, make sure you emphasize the most important aspects. This is your main material, where you can outline and support a number of important ideas. While conciseness is crucial, so is unambiguous support for the main thesis (s). Clear, succinct, and accurate information is required for specific, relevant information.

                      9. Conclusion

Guidelines:

                  An emphatic conclusion echoes your opening, but adds the element of linking the primary arguments together and demonstrating their relationship. The conclusion should act as a reminder to the reader, but not as a source of additional information. Your work will be strengthened and more successful if you include a concise summary statement. If your letter calls for or indicates action, the conclusion should state exactly what you intend to happen. It is customary to thank the receiver for their time and attention, and to urge them to contact you if you may be of assistance or if they have any queries. The major points and their relationships are reiterated in this paragraph, emphasising the core point or aim.

                          10. Close

Guidelines:

                “Sincerely” or “Cordially” are standard business closing statements. (“Love,” “Yours Truly,” and “BFF” are closing statements suitable for personal correspondence, but not for business.) Closing statements are normally placed one or two lines under the conclusion and include a hanging comma, as in Sincerely, lies in.

                         11. Signature

Guidelines:

                   Five lines after the close, you should type your name (required) and, on the line below it, your title (optional).

                          12. Preparation Line

Guidelines:

           If the letter was produced or word-processed by someone other than the signature (you), initials, such as MJD or abc, are frequent.

                    13. Enclosures/Attachments

Guidelines:

                   The letter, like an e-mail with an attachment, may include other papers that are transmitted with it. This line explains what the reader should look for in the letter's attachments, such as brochures, reports, or other business materials.

                 14. Courtesy Copies or “CC”

Guidelines:

                  CC used to stand for carbon copies, but today it stands for courtesy copies. It shows the appropriate persons who will also receive a copy of the document, much like the "CC" option in an e-mail.

                    

   15. Logo/Contact Information

Guidelines:

                 In the header (top of page) or footer of a formal business letter, the organization's logo or contact information is usually included (bottom of page)

Strategies for Effective Letters

Remember that a letter has five main areas:

The heading, which establishes the sender, often including address and date.

The introduction, which establishes the purpose.

The body, which articulates the message.

The conclusion, which restates the main point and may include a call to action.

The signature line, which sometimes includes the contact information.

Always remember that letters represent you and your company in your absence. In order to communicate effectively and project a positive image,

be clear, concise, specific, and respectful;

each word should contribute to your purpose;

each paragraph should focus on one idea;

the parts of the letter should form a complete message;

the letter should be free of errors.

Keys Takeaway

Memos are brief business documents usually used internally to inform or persuade employees concerning business decisions on policy, procedure, or actions.

Letters are brief, print messages often used externally to inform or persuade customers, vendors, or the public.

A letter has fifteen parts, each fulfilling a specific function.

-Sarvesh SJB Rana

PhD in Political Science

with English Honors