Memorandum & Circular
Purpose of Memo
When you wish to write to someone
within your own company, you will send a memorandum. Memos are used to
communicate with other employees, may be located – whether in the same office,
in the same building, or in a branch office many miles away.
Because the interoffice
memorandum form was developed to save time, the formalities of an inside
address, salutation, and complimentary closing is omitted. Otherwise, however,
office memos and letters have a great deal in common.
Formality is omitted
The memorandum or ‘memo’ is a very flexible form used within
an organization for communication at all levels and for many different reasons.
It performs internally the same function as a letter does in external
communication by an organization. It is used for reports, briefings or
instructions, ‘notes’ and any kind of internal communication that is more
easily or clearly conveyed in writing (rather than face-to-face or on the
telephone).
Tone of Memorandums
Tone of Memorandums
In most companies and
organizations, memorandums are written in the first person, just as business
letters are. Informal writing style characterizes the memos. The tone of the
memo is influenced by the position held by the writer in relation to that held
by the receiver. Also, the topic under consideration plays an important part in
determining tone. Obviously a person writing to a company official to report
the results of a financial audit will be more formal than a person writing a
co-worker about some routine matter.
An important factor is the
personality of the individual receiving the memorandum. The president, for
example, may insist on formality/ informality, whereas a peer might like an informal,
impersonal tone. Therefore, the effective business writer must evaluate the
position of the reader, the topic under consideration, and the personality of
the reader when setting the tone of the memo.
Flow of Memo
A memorandum may be sent upwards,
downwards or sideways in the organization. It may be sent from one individual
to another, from one department to another or from one individual to a department
or a larger body of staff. The channel will be the internal mail system of the
organization, which may range from a bank of ‘pigeon holes’ for delivery and
collection in person, to a desk-to-desk delivery system. Special ‘internal mail
envelopes’, designed for re-use (allowing each recipient’s name to be simply
crossed out and replaced with the next), are commonly used.
Format
Memorandum format will vary
slightly according to the degree of formality required and the organization’s
policy on matters like filing and authorization of memoranda
by their writer. Follow the conventions of ‘house style’ in your own
organization. A typical format, including all the required elements, is
illustrated below.
Writing Memorandums
There are usually three main parts to a memorandum:
1. The heading
2. The subject and date
3. The message
Occasionally, when official approval or authority is
required, the memorandum may conclude with a line for the signature of the
person originating the correspondence.
The Heading: the heading of a memorandum is usually printed.
In the To and From sections, the business title of each
person is often included, particularly when the memorandum is being sent to a
person whose office is in another city. In the To section, a courtesy title –
Miss, Mrs., Ms., Mr., Dr. – is sometimes included. However, in the From
section, the writer does not use a courtesy title.
To:
From Date:
Subject
Main idea
Opening paragraph or
sentence, the reason for writing and context of the message, including
appropriate details.
Explanation
Necessary details to
support the opening statements. Here the substance of message is set out
logically and clearly. This may be less formal than a letter, so you can use
numbered points.
Closing
Closing paragraph or
sentence. State clearly what is required of the recipient in response. Remember
who your recipient is, what is his status, his background, education, practical
experience etc. Generally every memo concludes with suggestions for future
action or request on future action.
Organizational Plans
•
You may find it necessary to write a persuasive
or bad-news memo rather than take a direct approach
•
You may like a step-by-step method to your
request or bad news plan.
•
Allow reader to complete reading the memo and
come to the conclusion with you.
•
Allow reader to see the reasoning that leads or
supports to the idea you are conveying.
•
Maintain goodwill.
Structure & Style (A5 memo)
•
A memorandum, as the name suggests is an aid to
memory of the reader.
•
It is used for brief messages.
•
These provide confirmation and record of the
various plans, decisions & activities of the organization.
A4 Memo
It may be used for
•
Making
informal reports
•
Outlining
new policies
•
Giving
briefings & instructions etc.
Why are memorandums written?
They are written to help to:
•
determine responsibility
•
clear up inconsistencies
•
record needed information
Sample Memo
To: Naeem Ahmad From:
Hassan
Subject: Quarterly Date:
May 3, 2006
The Quarterly Report that you asked to see is attached.
I would appreciate it if you would return it to me within
ten days. The General Manager has requested that the report should not be
circulated outside the company until its reliability is checked.
Circular
Introduction
Circular
letters are:
- Used to send the same information to a number of people
- Extensively used in sales campaigns and for announcing important developments in business, such as extension, reorganizations, changes of address, etc.
A circular
letter is prepared once and it may then be duplicated for distribution to the
various recipients. Names, addresses and individual salutations may be inserted
after duplication in order to personalize the letter.
Writing Plan
Although circulars are being sent to many
people, it is important to suggest an interest in the recipient by giving them
a personal touch. Remember the following rules:
•
Be brief
– people will not read a long circular
•
Make the
letter as personal as possible by addressing each letter to a particular
person, by name if you know it. Use Dear Mr. Atif Faheem instead of Dear
Reader, Dear Subscriber or Dear Customer instead of Dear Sir or Madam. Never
use the plural form for the salutation – remember, one recipient will read each
individual letter.
•
Create
the impression of personal interest by using you, never our customers,
all customers, our clients, everyone.
•
Explain
why you are writing with more care than you would if you and your topic were
already known to the recipient through previous specific contact. Given some
suspicion of circulars, these days, you will have to establish your own
credibility – or another motive for reading on – fairly quickly.
•
Express
yourself in a way that is understandable and congenial to everyone in a wide
audience with varying backgrounds and abilities.
•
Don’t
include detailed information or complex ideas.
•
Make
your letter more persuasive – not just to achieve its purposes, but to
motivate the recipient to start reading it.
•
Use word
processing technology to personalize the circular to a very large extent.
Here is an example
of circular.
Dear Mr. Ali
We are pleased to
announce the opening of our new Higher Secondary Branch at the above address
from the coming session starting from September 2.
Mr. Hassan has been
appointed Principal, and with his 20 years experience in education we are sure
that quality education will be provided.
Full admission fee
is being wavered to students getting admission by August 25. A special 25% discount
in monthly fee will be given to students getting admission on kinship basis. We
hope our students will enjoy the same standard of education which is the
hallmark of our education system.
Yours sincerely,
Study this example
too.
Dear Mr. Ali
To meet the growing
demand for cosmetic products in this area we have decided to extend our
business by opening a new department.
Our new department
will carry an extensive range of cosmetic at prices, which compare very
favorably with those, charged by other suppliers.
We would like the
opportunity to demonstrate our new merchandise to you, and are therefore
arranging a special window display during the week beginning from 2 June. The
official opening of our new department will take place on Friday 3 July.
We hope you will
visit our new department during opening week and give us the opportunity to
show you that it maintains the reputation enjoyed by our other departments for
giving sound value for money.
Ours faithfully,
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