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.

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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