MEMORANDUM
Memorandum:-Memorandum
is also known as (memo).The meaning of the words memorandum is ‘ A note to
ashes the memory’. A memo is used for internal communication between senior and
subordinates or between the officer of the same level. It is never sent outside
the orzanisation.
- USES OF MEMORANDUM:-
(i)
To
issue instruction.
(ii)
To
seek explanation.
(iii)
To
communicate policy changes.
(iv)
To
gives or seek suggestion.
(v)
To
remind someone action required.
(vi)
To
request help or information.
(vii)
To
confirm a decision earlier arrived to give message.
(viii) To inform about granting or with
holding permission to do something.
- THE MEMORANDUM FORMAT:-
The memorandum format is
different from that of a letter. So memo moves from one employed to another, it
is essential to write the name of the person sending the memo and the name of
the receiver with designation or department of both the persons .It must also
have reference number.
The words ‘From’ and ‘to’
are used in memo. There is no salutation and the writer signature is put
without writing the complimentary clause. The memo is properly dated, is
written in a direct style and is as brief as possible.
If more than one point
are discussed within a memo it is usual to put them in
separate paragraph and to number the paragraph. This practices insured that the
address to response, to all the points made in a memo.
- GUIDELINES FOR WRITING MEMORANDUM:-
(i)
Mention
the subject, Date, Name of the sender and receiver.
(ii)
No
salutation is required.
(iii)
Discussed
one subject and mention the subject clearly.
(iv)
Divide
the body into paragraphs.
(v)
Used
number points and subheadings if it is required.
(vi)
Use
simple and clear language.
(vii)
Use
the appropriate tone. The three factors to be kept in mind while considering
the tone are understood.
(viii) Who is going to read the message.
(ix)
The
subject matter of the memo must be cleared.
(x)
There
is no need to write complimentary clause.
- ADVANTAGES OF MEMORANDUM:-
(i)
It
can be used for future Reference.
(ii)
It
is simple and to easy to understand.
(iii)
They
help to establish accountability whenever something goes wrong some
orzanisation therefore insist that all decision and instruction should be
conveyed through memorandums.
(iv)
In
an organization they insured quick and smooth flow of information.
- FORMAT OF MEMORANDUM:-
Memorandum To:
…………………… From:
………………… Date:
………………… Subject:
………………
Body of
the memo ………………………… ………………………… ………………………… |