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Chapter 02



Theoritical Aspects

















2.1 What is an Office Memo?

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The term office memo is the short form of office memorandum. It is a written way of internal
communication. It refers to a brief note that is used to exchange internal information among
officials or offices, subordinates or the people of the same status of a particular business
organization. In fact, it is one kind of concise note that helps to keep something in memory.





An office memo contains some special characteristics. The main characteristic of an office memo
is that it is an internal means of institutional communication. Both the sender and the receiver of
memo belong to the same organization. Some other important characteristics of office memo are
stated below-

1. Nature of communication: From the stand point of nature an office memo is always internal. It
is never sent to any party outside the organization.

2. I nvolved parties: Here information is exchanged between the executives and subordinates or
people of the same status of a particular organization.

3. Movement of memo: The movement of office memos is specified in accordance with the status
of the parties involved in the process of communication. It can be upward, downward or
horizontal. When it is sent upper level to lower level, it is called downward flow of memo and the
opposite direction is called upward flow of memo. When it happens between the people of same
status it is called horizontal flow.

4. Format of memo: Different organization use different format for business memo. There are
some unique policies and technique followed by the organizations to prepare an office memo. But
each memo contains some crucial parts such as- heading, receivers and sender's name, subject,
date message and signature.

5. Subject matter: The subject matter of office memo is explicitly definite. Policies and principles
regarding to institution, clarification of the policies, any change or modification brought in present
policies, any change in work schedule, providing or soliciting advice, requesting for supplying
information, giving permission to perform a particular task etc. are used as the subject matter of an
office memo.

6. Conciseness: Office memo is drafted very briefly; nothing than the specific message is included
in a memo. The message must be short but understandable.

7. Specific issue: Office memo is written referring to specific issues. An office memo only
includes the matters pertaining to the courses of actions of institution.
2.2 Characteristics of Memo

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8. Use for future reference: It is a written source of information; it can be used as future reference
if needed.




The officials, subordinates and people of the same status use it for exchanging information in
matters of various courses of action of the office. Few important objectives are narrated below-

1. To issue information: One of major objectives for using office memo is issuance of instructions
to make all concerned aware of their works in a formal way.

2. To inform the change of policy: Many changes are brought about in the adopted policies if
necessary. Office memo containing these changes is served to all concerned for implementation.

3. To give or seek suggestion: Under some circumstances, it becomes urgent to give suggestion to
the subordinates and again it becomes urgent to seek their suggestions about how the task will be
completed. Under both situation people concerned use memo.

4. To request for help: The official activities are performed by combined efforts. These activities
are systematically and nicely carried on through mutual cooperation. Hence, office memo is served
to all concerned seeking cooperation and assistance.

5. To request for supply with information: Office memo is sent to all concerned for supplying
exact and necessary information. It helps the executives to take necessary decisions and establish a
control over the whole situation.

6.To convey decision: Office memo is sent to all concerned for conveying or implementing
decision taken by the top level management about the overall institution welfare activities.

7. To file for future reference: The necessity of any information is not finished with the
transmission of that to the people concerned. Rather it may come to use in the future. Information
recorded in office memo can be used in future as reference of past activities.




Nowadays, in almost all enterprises comprehensive use of office memo is noted well. As a tool of
internal communication the use of office memo provides some positive benefits. Following are the
2.3 Objectives of Memo
2.4 Advantages

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advantages derived out of the practice of office memo in an enterprise.

1. Message in a brief form: Office memo includes only the main information. So the maker of
office memo can easily compose it at any time.

2. Effective communication: Office memo is a widely used tool of internal communication. The
office staff can quickly respond with the subject matter. So the communication through a memo is
very effective.

3. Convenient for using: Most of the offices use printed form of memo. Communication may be
established through typing or writing the message in the blank portion. So it is very convenient for
using.

4.I nexpensive:No expenditure is occurred like postage charge, stationary or incidental costs, as
the communication takes place between two staffs of the same organization.

5. Rapid exchange of information: As office memo is sent within the limited area or four walls of
the organization, the task of communication can be accomplished rapidly. Moreover, if there is
computer based communication system, the exchange of information is more rapid.

6. Using as reference: Office memo is one sort of written communication. So the important
information can easily be preserved.

7. Normal flow of information: Office memo keeps regularity of exchange of information among
the executives and subordinates. All people concerned herewith respond positively. As a result, the
flow of office memo within an organization is normal and legally approved.




In spite of its massive use as an important tool of internal communication, a memo has some
limitations which are stated below:

1. Communication in limited scope: The scope of communication is too limited through a
memo, as it cannot be used to serve any purpose outside the organization.


2. Open type communication: This is basically an open system communication. In this
system there is little scope for privacy. It can create the scope of spread out rumor and
distortion of real facts.

3. Sluggishness: Office memo can be of formal or informal one. There may be some strict
rules and regulations for using memo and these can be the cause of unnecessary
2.5 Disadvantages

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sluggishness.

4. Problems for uneducated persons: It becomes quite difficult for uneducated people to
make out any sense of the writings of a memo. It thus impairs proper decoding.

5. Problem in alternation: If the memo manifests any wrong, exaggerated or distorted
information, it cannot be instantly changed or altered. Later on corrigendum is required to
send to the communicatee.



Memo is one kind of the most important media of internal communication. The movementof
memo is specified in accordance with the status of the sender and the receiver of the memo.
Generally the movement of memo is in three ways, such as upward, downward, and horizontal.
The movement of memo gives us the idea about the statement and courses of actions. Following is
a brief discussion on the various uses of memo-

1. Downward movement of memo: The meaning of downward movement of memo is that the
authority concerned is sending it to the subordinates. When memo is moving downward, it informs
the subordinates of the policies, courses of actions and other functions as well as it may convey the
message of appointment of new employee, incident, request to the subordinates for providing with
necessary information about the operation level to the top, etc.

2. Upward movement of memo: When the subordinates communicate with their boss using memo,
it is called upward movement of memo. It is sent to the higher authority by the subordinates to
respond to the correspondence, submit report of their performance, grievance, and request
authority to take necessary action on a particular issue etc.

3. Horizontal movement of memo: When memo is used to exchange information between the
people of same status in the organizational chart or hierarchy is called horizontal movement of
memo. This entails the information of responding to earlier communication, informing informal
report and request for any work. As compared with the upward memo, it is more formal by nature.



The format of office memo varies from institution to institution. But essentially some parts, on
common grounds, should be included in the office memo to make it effective. Following is a brief
discussion on its different essential parts:

2.6 Movement of Office Memo
2.7 Format of Office Memo

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1. Heading: The name of the organization and their logo, address and contact number are
written here.

2. To: The name of the receiver is written here. The receiver may be an individual or a group
of individual.

3. From: The name of the sender is written here. The status of the sender should be attached
herewith.

4. Subject: The subject matter of the memo should be concisely presented here. The wording
and sentence should be selected in such a manner that the memo can easily draw the
attention of the reader.

5. Date: Date of sending memo should be mentioned. It indicates the commencement of the
effectiveness of memo.

6. Message: The principal part of the memo is the message. The context of discussion of the
communicator is expressed in the memo as message. Message should be brief, relevant,
and consistent and the main points should be focused first in view of preference and
sequence.

7. I dentification marks: Identification mark is one kind of system of verification about the
person who has prepared the memo.

8. Enclosure notation: Documents which are sent to the receiver with memo as attachment
are listed here.

9. Copy notation: Sometimes the memo is required to be sent to more than one person of
department for making them aware of the theme of the memo. So an introductory list of the
receivers is attached at the last portion of the memo.

10. Signature: It is must that the sender put his or her signature at the last corner of the memo
which highlight the importance and formality of the memo. It also proves the accuracy,
authenticity and relatedness of the communicator.

Format of the memo is shown below:


Heading
To: Date:
From:
Subject: