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MEMORANDUM & CIRCULAR:Purpose of Memo, Tone of Memorandums

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Lesson 27
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 formality of an inside
addresses, 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, brief messages or `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
In most companies and organization, 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 informality, whereas a peer might like a formal, 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 send 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 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 envelops', designed for re-use (allowing each recipient 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 be concluded
with a line for the signature of the person originating the correspondence:
The Heading: the heading of a memorandum is usually printed.
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In the To and Form 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 Form 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 bal-news memo. Rather than take a direct
approach
·  You may like a step-by-step method to your request or bad new
·  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 one conveying
·  Maintain goodwill.
Structure & Style (A5 memo)
·
A memorandum, as the name suggest is an aid to memory of the reader.
·
Be used for brief messages.
i) Providing confirmation and record of the various plan decision & activities
ii) Of the organization
A4 Memo
It may be used for
i) Making informal reports
ii) Outlining new policies
iii) Giving briefing & instruction etc.
Why are memorandum written
Written records help to
i) determine responsibility
ii) clear up inconsistencies
iii) record needed information
When are Memorandum Written?
Memo
To: Naeem Ahmad
From: Hassan
Subject: Quarterly
Date: May 3, 2006
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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 not be circulated outside the company until its reliability can be checked.
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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 only 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 particularly 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 will be 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.
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 year's 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
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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 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 eek 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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Table of Contents:
  1. COMMUNICATION:Definition of Communication, Communication & Global Market
  2. FLOW OF COMMUNICATION:Internal Communication, External Communication
  3. THEORIES OF COMMUNICATION:Electronic Theory, Rhetorical Theory
  4. THE PROCESS OF COMMUNICATION & MISCOMMUNICATION:Message
  5. BARRIERS IN EFFECTIVE COMMUNICATION /COMMUNICATION FALLOFF
  6. NON- VERBAL COMMUNICATION:Analysing Nonverbal Communication
  7. NON- VERBAL COMMUNICATION:Environmental Factors
  8. TRAITS OF GOOD COMMUNICATORS:Careful Creation of the Message
  9. PRINCIPLES OF BUSINESS COMMUNICATION:Clarity
  10. CORRECTNESS:Conciseness, Conciseness Checklist, Correct words
  11. CONSIDERATION:Completeness
  12. INTERCULTURAL COMMUNICATION
  13. INTERCULTURAL COMMUNICATION:Education, Law and Regulations, Economics
  14. INDIVIDUAL CULTURAL VARIABLES:Acceptable Dress, Manners
  15. PROCESS OF PREPARING EFFECTIVE BUSINESS MESSAGES
  16. Composing the Messages:THE APPEARANCE AND DESIGN OF BUSINESS MESSAGES
  17. THE APPEARANCE AND DESIGN OF BUSINESS MESSAGES:Punctuation Styles
  18. COMMUNICATING THROUGH TECHNOLOGY:Email Etiquette, Electronic Media
  19. BASIC ORGANIZATIONAL PLANS:Writing Goodwill Letters
  20. LETTER WRITING:Direct Requests, Inquiries and General Requests
  21. LETTER WRITING:Replies to Inquiries, Model Letters
  22. LETTER WRITING:Placing Orders, Give the Information in a Clear Format
  23. LETTER WRITING:Claim and Adjustment Requests, Warm, Courteous Close
  24. LETTER WRITING:When The Buyer Is At Fault, Writing Credit Letters
  25. LETTER WRITING:Collection Letters, Collection Letter Series
  26. LETTER WRITING:Sales Letters, Know your Buyer, Prepare a List of Buyers
  27. MEMORANDUM & CIRCULAR:Purpose of Memo, Tone of Memorandums
  28. MINUTES OF THE MEETING:Committee Members’ Roles, Producing the Minutes
  29. BUSINESS REPORTS:A Model Report, Definition, Purpose of report
  30. BUSINESS REPORTS:Main Features of the Report, INTRODUCTION
  31. BUSINESS REPORTS:Prefatory Parts, Place of Title Page Items
  32. MARKET REPORTS:Classification of Markets, Wholesale Market
  33. JOB SEARCH AND EMPLOYMENT:Planning Your Career
  34. RESUME WRITING:The Chronological Resume, The Combination Resume
  35. RESUME & APPLICATION LETTER:Personal Details, Two Types of Job Letters
  36. JOB INQUIRY LETTER AND INTERVIEW:Understanding the Interview Process
  37. PROCESS OF PREPARING THE INTERVIEW:Planning for a Successful Interview
  38. ORAL PRESENTATION:Planning Oral Presentation, To Motivate
  39. ORAL PRESENTATION:Overcoming anxiety, Body Language
  40. LANGUAGE PRACTICE AND NEGOTIATION SKILLS:Psychological barriers
  41. NEGOTIATION AND LISTENING:Gather information that helps you
  42. THESIS WRITING AND PRESENTATION:Write down your ideas
  43. THESIS WRITING AND PRESENTATION:Sections of a Thesis (Format)
  44. RESEARCH METHODOLOGY:Studies Primarily Qualitative in Nature
  45. RESEARCH METHODOLOGY:Basic Rules, Basic Form, Basic Format for Books