Business correspondence memos

Question 1

Memo

Answer 1

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.

Question 2

Purpose of a memo

Answer 2

Usually, we write a memo is for one of the following five (5) reasons
i. as a reminder
ii. highlight an event or circumstance
iii. to recount an event
iv. keep an official record of anything
v. to pass information or instructions

Question 3

More purposes of a memo

Answer 3

A person writes a memo with other purposes in mind.
● To inform.
● To inquire. To communicate ideas.
● One can use it to report.
● To give suggestions.
● To remind.
● One can use it to instruct.
● One can promote goodwill using a memo.

Question 4

Advantages of a memo

Answer 4

● 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
Memorandum is quick.
● It is a convenient mean of communication.
● It is inexpensive.
● Memos are used within an organization so one can use low-quality paper.
● It helps in maintaining written records.

Question 5

Memo Format

Answer 5

Let us see the 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’
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 then information in the memos. The line must be brief, precise and to the point.
Example – Subject: Meeting of all employees of the Sale Division
● BODY: 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.

Question 6

Parts of a Memorandum

Answer 6

HEADING SEGMENT
The heading segment of a memo has four basic sections.
TO: Reader’s names and job titles
FROM: sender’s name and job title
DATE: Complete date
SUBJECT: Reason for writing a memo

Question 7

Important parts of a Memorandum

Answer 7

Always use a clear and specific subject line.
● Do not waste the reader’s time by using lengthy memos. Be clear and
concise.
● Use the active voice.
● Use the first person.
● Be formal.
● Avoids slangs and friendly words.
One should use a careful and logical arrangement of information.
● Keep the paragraphs short.
● One can use enumerations for the paragraphs.
● One can use solid capitals and center indentation for important details.
● Use of bullets to make points.
One can use solid capitals and center indentation for important
details.
● Always end the memo in courteous words.
● Use text fonts and color to attract attention
● It does not need a complimentary close or a signature.