1) Definition
The
word memo is
short for memorandum and it means a short written document written
inside a company to get someone to do or understand something—be it
to spend money, meet a deadline, constructively criticize, or say yes
or no. It stays inside the company; if it goes outside, it’s a
letter. Basic
function of a
memo is to create some kind of problem by making the reader aware of
specific information. A memo can be written to persuade others to
take action or give specific feedback on a particular matter.
2) Requirements
A
memo is short. If you can boil down even a two-page memo to two
paragraphs that take up only a half page and still convey the same
facts, you get an A+ in business. A memo is
usually a page or two long, should be single spaced and left
justified. Instead of using indentations to show new paragraphs, skip
a line between sentences. Business materials should be concise and
easy to read. Therefore use headings and lists to help the reader
pinpoint certain information.
Address:
It is only used within a business and so there is no need for a full
external address to be shown. However, you might need to show an
internal office address, e.g. room number and building.
Copies
(cc.): copies might be sent to other
people in the company for reference.
Signature:
there is no formal signature. Sometimes the originator will sign
their name freehand at the bottom.
3) Parts of a memo:
Header: 1/8 of the memo
Opening, Context and Task: 1/4
of the memo
Summary, Discussion Segment:
1/2 of the memo
Closing Segment, Necessary
Attachments: 1/8 of the memo
a)
Header
The
heading segment follows this general format:
TO:
(readers’ names and job titles)
FROM:
(your name and job title)
DATE:
(complete and current date)
SUBJECT/RE:
(what the memo is about, highlighted in some way)
Make
sure you address the reader by his or her correct name and job title.
You might call the company president «Maxi» on the golf
course or in an informal note, but «Rita Maxwell, President»
would be more appropriate for a formal memo. Be specific and concise
in your subject line.
b)
Opening
The
purpose of a memo is usually found in the opening paragraph and
includes: the purpose of the memo, the context and problem, and the
specific assignment or task. Before going into details and the
context, give the reader a brief overview of what the memo will be
about.
c)
Context
The
context is the event, circumstance, or background of the problem you
are solving. You may use a paragraph or a few sentences to establish
the background and state the problem. Oftentimes it is sufficient to
use the opening of a sentence to completely explain the context, such
as, «Through market research and analysis…»
d)
Task
One
essential portion of a memo is the task statement where you should
describe what you are doing to help solve the problem. If the action
was requested, your task may be indicated by a sentence opening like,
«You asked that I look at….»
If
you want to explain your intentions, you might say,
«To
determine the best method of promoting the new fall line, I will….»
Include
only as much information as is needed by the decision-makers in the
context, but be convincing that a real problem exists. Do not ramble
on with insignificant details.
e)
Summary
If
your memo is longer than a page, you may want to include a separate
summary segment. However, this section not necessary for short memos
and should not take up a significant amount of space. This segment
provides a brief statement of the key recommendations you have
reached.
f)
Discussion
The
discussion segments are the longest portions of the memo, and are the
parts in which you include the supporting ideas, facts, and research
that back up your argument in the memo. Include strong points and
evidence to persuade the reader to follow your recommended actions.
g)
Closing
Close
with a courteous ending that states what action you want your reader
to take. Make sure you consider how the reader will benefit from the
desired actions and how you can make those actions easier. For
example, you might say,
«I
will be glad to discuss this recommendation with you during our
Tuesday trip to the spa and follow through on any decisions you
make.»
h)
Attachments
Make
sure you document your findings or provide detailed information by
attaching lists, graphs, tables, etc. at the end of your memo. Be
sure to refer to your attachments in your memo and add a notation
about what is attached below your closing, like this:
Attached:
Focus Group Results, January- May 2007
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A memorandum or shortly known as a memo is a precise official note, used to inform, direct or advise the members within the same organisation. However, the business deals with a number of external parties such as customers, clients, suppliers, government agencies, manufacturers, societies, etc. for which a different tool of communication is used, called as a business letter. A letter refers to a brief message sent by the company to the person or entity, which are outsiders.
Large corporations require an effective system for communication of information and messages, promptly, within and outside the organisation. In this context, the telephone is one of the easiest and convenient ways for instant communication, but when it comes to evidence, written modes are considered best. Written records include memos, notes, letters, circulars and orders, which are used by the organisation.
The article presented to you attempts to shed light on the difference between memo and letter.
Content: Memo Vs Letter
- Comparison Chart
- Definition
- Key Differences
- Conclusion
Comparison Chart
| Basis for Comparison | Memo | Letter |
|---|---|---|
| Meaning | Memo refers to a short message, written in an informal tone for interoffice circulation of the information. | Letter are a type of verbal communication, that contains a compressed message, conveyed to the party external to the business. |
| Nature | Informal and Concise | Formal and informative |
| Exchanged between | Departments, units or superior-subordinate within the organization. | Two business houses or between the company and client. |
| Length | Short | Comparatively long |
| Signature | Signature is not required in a memo. | A letter is duly signed by the sender. |
| Communication | One to many | One to one |
| Content | Use of technical jargon and personal pronoun is allowed. | Simple words are used and written in third person. |
Definition of Memo
The memo is short for the memorandum, which means a note or record for any use in future. It is a short message used as a means of informal communication within the organisation, for transmitting information in writing. It may be titled as interoffice communication, office memorandum, or interoffice correspondence, rather than a memorandum.
The primary objective of memos is to disseminate business policies, procedures or related official business. These are written in one to all perspective and can serve different purposes like conveying news, directions and information to multiple recipients, calling people to action or meeting.
One can use an informal tone and personal pronouns in the memo. There is no requirement to use a salutation and complimentary close.
Definition of Letter
A business letter can be defined as the form of written communication, that contains a long message, addressed to the party external to the organisation, i.e. supplier, customer, manufacturer or client. It starts with a salutation, written professionally in the third person and has a complementary close with a signature.
The relationship between the sender and receiver plays a significant role in determining, the overall style in which the letter is drafted. These are used for a number of reasons such as a request for information or feedback, order placement, making complaints or grievances, enquiring something or taking follow-up.
The letter is printed, typed or written on the letterhead paper, which contains the details of the company like name, address, logo, etc. As business letters serve as evidence for both the parties concerned, so it needs to be polite, courteous and respectful to gain immediate response.
The points presented below explain the difference between memo and letter:
- The memo can be defined as a short message, written informally to communicate certain information to the members of the organisation. Conversely, letters can be understood as a means of a verbal communication containing a brief message addressed to a party external to the business.
- A memo uses informal tone and is straight to the point. On the other extreme, letters are very formal and contain lots of information.
- The use of memorandum is internal to the organisation, in the sense that it is exchanged between two departments, or units or sent by the manager to inform subordinates. As against, the use of letter is external in nature, as it is exchanged between two business houses or between the company and client.
- When it comes to length, letters are lengthier in comparison to the memo.
- There is no requirement of a signature in the memo, as it is used within the organisation. However, the letter is to be duly signed by the one who sends it.
- Memos are written to inform or direct, a department or number of employees on a certain matter and so it is usually written from one to all perspective, such as mass communication. Contrary to this, letters are private as it addresses to a particular party or client, so it is a form of one to one interpersonal communication.
- Technical jargons are commonly used in memos, as well as uses personal pronouns. Unlike, letters avoid the use of technical jargons and terms which are not easy to comprehend. Moreover, letters are written in the third person.
Conclusion
A memo is an essential tool for business communication, which is used to transmit a particular information to many individuals working in the same organisation. It has a great role to play in recording the day to day business activities and can be used for future reference.
In contrast, letters are considered as the best mode of written communication, that can be used for giving or seeking information to/from an external party. It helps to persuade the receiver, to do as per the will of the writer.
A memo is a short piece of text, whose main function is to record important information. The term memo is short for the slightly longer term memorandum, a word of Latin origin which in its initial full form — memorandum est — means ‘it is to be remembered’, according to the Oxford English Dictionary. A memo is used as an official note inside an organisation or a company.
In terms of the language use of the term, the short version memo works in most situations except for very formal contexts, where the longer term memorandum is preferred. There are different variants of the plural form, with memos for the short term and memoranda or memorandums for the full term being the predominant ones. (The Swedish corresponding term for memo is PM, which is short for promemoria, from Latin pro memoria ‘for memory’.)
Traditionally, a memo consists of an initial part called the header, indicating who the sender and the intended receiver is, the date, and a subject line. Then, there is a second part called the message, where the actual information of the memo is provided. This part can vary greatly in style, length and detail, depending on the purpose of the memo. Finally, there may be some sort of closing, but in some cases this is excluded, as is salutations.
In terms of formality, memos are not as formal as letters. Memos vary in format and the way they are sent. Some organisations use standard, printed forms. It should also be noted that it is very common nowadays for memos to be sent in the form of ordinary e-mails. In those cases, the initial section with sender, receiver, date and subject line is integral to the e-mail format.
Click on the links below to see examples of simple memos.
A memo is actually short for Memorandum. It is one of the most used means of official communication in the business world. Its main purpose is to serve as a reminder or to give some instructions. Again these like circulars are a means of mass communication, i.e. to communicate with a large number of people within the organization.
A memo (or memorandum, meaning “reminder”) is normally used for communicating policies, procedures, or related official business within an organization. It is often written from a one-to-all perspective (like mass communication), broadcasting a message to an audience, rather than a one-on-one, interpersonal communication. It may also be used to update a team on activities for a given project, or to inform a specific group within a company of an event, action, or observance.
Memo Purpose
A memo’s purpose is often to inform, but it occasionally includes an element of persuasion or a call to action. All organizations have informal and formal communication networks. The unofficial, informal communication network within an organization is often called the grapevine, and it is often characterized by rumour, gossip, and innuendo. On the grapevine, one person may hear that someone else is going to be laid off and start passing the news around. Rumours change and transform as they are passed from person to person, and before you know it, the word is that they are shutting down your entire department.
One effective way to address informal, unofficial speculation is to spell out clearly for all employees what is going on with a particular issue. If budget cuts are a concern, then it may be wise to send a memo explaining the changes that are imminent. If a company wants employees to take action, they may also issue a memorandum. For example, on February 13, 2009, upper management at the Panasonic Corporation issued a declaration that all employees should buy at least $1,600 worth of Panasonic products. The company president noted that if everyone supported the company with purchases, it would benefit all (Lewis, 2009).
While memos do not normally include a call to action that requires personal spending, they often represent the business or organization’s interests. They may also include statements that align business and employee interest, and underscore common ground and benefit.
Usually, we write a memo for one of the following five reasons
- as a reminder
- highlight an event or circumstance
- to recount an event
- keep an official record of anything
- to pass information or instructions
Memos have been a popular way for commuting for over a century now. This is because they have many advantages as seen below:
- They are a very cost effective way of mass communication. And their transmission is also very cheap.
- Another advantage is its simplicity. They are very simple to write and understand.
- Memos tend to be brief and to the point. They also reach a lot of people. So they are very time-saving as well.
- They also serve as evidence in case of a dispute
Memo Format
A memo has a header that clearly indicates who sent it and who the intended recipients are. Pay particular attention to the title of the individual(s) in this section. Date and subject lines are also present, followed by a message that contains a declaration, a discussion, and a summary.
In a standard writing format, we might expect to see an introduction, a body, and a conclusion. All these are present in a memo, and each part has a clear purpose. The declaration in the opening uses a declarative sentence to announce the main topic. The discussion elaborates or lists major points associated with the topic, and the conclusion serves as a summary.
STEPS OF WRITING A MEMO.
- Heading: After the name and address of the company (which is on the letterhead) we type the word “Memo’ or ‘Memorandum’ at the top of the page in the center.
- Recipient: Address the recipients in the correct format, Example -‘ To: All Employees of the Sale Division’
- Writer: Write the name of the person writing the memo, Example – ‘From: Mr. ABC, Head of Sales’
- Additional Recipients: These are the people who will receive a courtesy copy of the memo. We don’t address the memos to them, but we keep them in the loop.
- Date: The date of writing the memos is an important detail that one must include.
- Subject Line: This will give the reader a brief idea about the information in the memos. The line must be brief, precise and to the point. Example – Subject: Meeting of all employees of the Sale Division.
- The body of a memo: This is where all the information is contained. A formal salutation is not required in a memo. Just relay the necessary information with clarity and precision. The body must not be too long. The ending must restate the issue and end on a positive note.
- Proofread: Finally, proofread the memo before sending it.
Example of Memos
1Q: Write a memo to the accounting department asking them to attend training to learn about the new software the company has adopted.
MEMORANDUM
To: All Employees of the Accounting Department
From: Mr. XYZ, Head of Accounts
CC: Ms. ABC, HR Department
Date: 25 October 2018
Subject: Compulsory Training wrt to the New Software
As you are all aware, we have recently adopted new accounting software at the company. The decision was taken to improve our accounting procedure and make it more time and cost efficient. A training seminar will be held on 5th November 2018 at 9 am to familiarize the staff with the new software. This is done to make the transition between the software as easy as possible. All employees of the department are required to attend.
2. MEMORANDUM
To: All Staff
From: Tanya Smith, CEO
Date: July 18, 2018
Subject: NewTech Software Issues
It has come to my attention that many employees are having trouble using our recently acquired New Tech sales management software because it currently creates duplicate client entries. Some of you have stopped using the system altogether. We want this software to help you do your jobs better, not to take up more time. Therefore, it is fine to hold off using it until we resolve the technical issues with New Tech staff.
Memo Example : A General Office Memo
MEMORANDUM
To: All Staff
From: The Manager
Date: May 27, 2010
Subject: Inappropriate use of time on Google Doodle games
Coworkers,
It has come to my attention that many in the office have been spending time on the Google home page microgames. This memo is a reminder to use your work hours for work.
According to a recent article, the estimated daily cost of people collectively playing these games instead of working is over $120 million—which is calculated based on the daily average increased time spent on the Google home page (36 seconds).
If these estimates are applied to our 600 office employees, this results in a nearly $700 weekly loss.
This is a conservative estimate considering the extensive discussions that occur about beating the office’s current high score. The extra cost quickly adds up.
Of course, we don’t want you to view our organization as a place of drudgery and draconian rules. I encourage a fun and competitive environment, and I recognize that we certainly won’t be profitable if you are unhappy or dissatisfied with your jobs. This is just a reminder to be careful with your use of company time.
Thank you,
The Manager
Reference:Wright, Tony. (2010). The Tragic Cost of Google Pac-Man – 4.82 million hours. Retrieved May 26, 2010 from: http://blog.rescuetime.com/2010/05/24/the-tragic-cost-of-google-pac-man-4-82-million-hours/
Memo Example : A Departmental Memo
MEMORANDUM
To: Computer Programming Division
From: Vice President Lumbergh
Date: February 19, 2016
Subject: Attaching cover sheets to TPS reports
This is to remind the division that, starting today, we are now filing all Testing Procedure Specification (TPS) reports with new cover sheets.
The reason for this change is simple. In addition to a new format, the cover sheets provide a summary of the report as well as the updated legal copy. The new cover sheets also include Initech’s new logo.
Though this change may initially seem like a headache and an extra step, it is necessary to include the new cover sheets due to their updated information. Failing to do so will result in a confusing and inaccurate product delivered to our customers.
Please be sure to follow this new procedure.
Best regards,
Vice President Lumbergh
Conclusion
By following these memo examples and addressing your audience in clear, concise language, you’ll be able to effectively communicate with your coworkers in all your correspondence.
Memo to Customers
To: Customers of Chloe’s Cupcakes
From: Dan Lionel, Public Relations Liaison
Date: May 12, 2012
Subject: Publication of Nutrition Facts
Due to extensive customer feedback, we at Chloe’s Cupcakes would like to demonstrate our commitment to making healthy choices by publishing nutrition information for all of our baked goods. Although our stores would not be required by law to provide the nutrition facts of our products, we agree that customers should have access to as much information as they desire before making a purchase.
We are confident that that you, the customer, will feel better about choosing Chloe’s Cupcakes once you are aware of these facts. We are committed to use the best locally grown ingredients in our baked goods, and we freshly prepare all of our desserts each morning. Moreover, we have a line of vegan treats that substitute some of the highest-calorie ingredients in non-vegan goods with healthier options—while still delivering great flavor. For those customers who are looking to splurge, we have an exquisite selection of decadent treats too, including our famous crème brûlée macaroon sundae.
All of our nutrition information will be available online, along with a list of ingredients and possible substitutes for those with dietary restrictions. We will also provide pamphlets in stores with the same information, to be updated periodically. As it is cumbersome to obtain accurate nutritional analyses of handmade food products, we are unable to guarantee access to nutritional information for seasonal flavors and promotional items.
Best,
Dan Lionel
Memo to Boss
To: Joe Campos, VP of Sales
From: Kate Chaplain, Senior Sales Associate
Date: April 5, 2013
Subject: Quarterly Review
Mr. Campos,
I’ve attached my quarterly review report to this email, but I also wanted to quickly discuss the trends I’ve noticed in our sales data over the past few months.
We’ve sold over 10,000 new memberships over the past quarter, which is a 22% increase from Q4 of last year. Our data analysis shows that this upswing corresponds with the creation of company pages on various social media sites, including Facebook and Twitter, which allows more people to connect with us virtually. In fact, over half of our new memberships were purchased from links that were posted on our Facebook and Twitter profiles.
We’ve also had an 82% renewal rate in memberships that were set to expire in Q1. This is 16% higher than our renewal rate in Q4, which suggests that our new program—having sales associates contact members directly about renewing their memberships—is working even better than we had expected.
Unfortunately, we haven’t seen the same rapid growth in the purchase of family memberships. While the number of FMs has increased by 2% over last quarter’s numbers, I believe we can get that number even higher. I’ve listed some suggestions in my report, but I would also like to add it to the agenda for our quarterly review meeting later this week.
Please let me know if you have any questions.
Best,
Kate Chaplain
Senior Sales Associate
Body Rock Fitness
Memo to Coworkers
To: All Staff and Interns
From: Ana Lucily, Executive Assistant to the President
Date: July 15, 2012
Subject: Dishes in the Sink
It has come to our attention that there has been a pile of unwashed dishes that accumulates in the sink by the end of each week. It has gotten so bad that washing one’s hands in the kitchen sink becomes an uncomfortable undertaking. Therefore, we are introducing a new policy that mandates that employees wash their dishes as soon as they are done with them, keeping the sink clear for other uses.
If you do not have the time to wash your lunch container or coffee mug, leave it by your desk until you are ready to wash it. Even two or three dirty plates will encourage every person thereafter to leave their unwashed, food-stained dishes and silverware in the sink. Conversely, studies have shown that when a sink is empty, people are more likely to wash their dishes immediately.
Thank you for your cooperation!
Best,
Ana Lucily
Other forms: memos
A memo is a written message. Your boss may send around a memo in your office warning employees to not spend so much time socializing by the water cooler and to get back to work.
The intent of most memos is to help you remember something, or to remind another person of something. In a business or government setting, it’s particularly important to keep written notes on decisions and communications between people. A written or emailed memo is one way to keep such a record. The word is short for memorandum, «thing to be recorded» in Latin, and a close linguistic relative of memory.
Definitions of memo
-
noun
a written proposal or reminder
DISCLAIMER: These example sentences appear in various news sources and books to reflect the usage of the word ‘memo’.
Views expressed in the examples do not represent the opinion of Vocabulary.com or its editors.
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