Memorandum

A memorandum is a note, document or other communication that helps the memory by

recording events or observations on a topic such as may be used in a business office. The plural
form of the Latin noun memorandum so derived is properly memoranda, but if the word is deemed
to have become a word of the English language, the plural memorandums, abbreviated to memos,
may be used.

Formats of Memorandum:

A memorandum can have only a certain number of formats; it may have a format specific to an
office or institution. In law specifically, a memorandum is a record of the terms of a transaction or
contract, such as a policy memo, memorandum of understanding, memorandum of agreement,
or memorandum of association. Alternative formats include memos, briefing notes, reports, letters,
binders, etc. They could be one page long or many. They may be considered as grey literature. If
the user is a cabinet minister or a senior executive, the format might be rigidly defined and limited
to one or two pages. If the user is a colleague, the format is usually much more flexible. At its most
basic level, a memorandum can be a handwritten note to one's supervisor. In business, a memo is
typically used by firms for internal communication, as opposed to letters which are typically for
external communication. Hence, we can consider memoranda as an upward communication
process through which any complaint, issues, opinion, views and suggestion are put forward to the
authorized level.

Type # 1. Request Memo:

The objective of a request memo is to gain a favorable response to a request. The memo must be
written in a convincing way. Consider the following case: Hirdesh.
Humayun would like to attend a time management training program
that will be sponsored by the chamber of commerce at a local hotel. The
manager has asked Hirdesh to put his request in writing. Figure 9.7
depicts Hirdesh’s memo.

The memo is direct and clear, but not suitable from the reader’s point
of view. As a result it may even fail to achieve its objective. Consider
the manager’s situation. If many of the departmental personnel make
a similar request, the manager may have to limit the number who can
attend.
To achieve its objective, Hirdesh’s memo will have to be like a sales
message. The request should be clearly stated. The memo should
motivate the reader to take the desired action. The guidelines given
below should be followed:

a. The request should be clearly stated

b. The reasons for the request should be presented.

c. If any financial costs are involved, they should be explained.

d. All expenses should be justified.

e. Recommendations for action should be presented.

f. Throughout the memo tact and diplomacy should be used.

If the memo is persuasively written, it should be easy for the reader

to say “yes.” Following these six guidelines, Hirdesh’s memo has
been improved – see Figure 9.8. Notice the difference between the
first and second drafts of the memo.

The second version reminds the reader of a previous conversation

during which the seminar was discussed. This serves as an
introduction to the main memo. The reasons are then presented
persuasively – showing indirect and direct benefits to the company
(i.e., reader oriented). Finally, there is a request for action.
Type # 2. Confirmation Memo:
A confirmation memo is designed to confirm in writing something that
has been agreed to verbally. Consider, for example, the sales manager
who promises to provide sales coverage to six more cities if the general
manager provides him with three additional salespeople.

When the general manager and the sales manager agree on this plan of
action, it is common to find the general manager confirming this
agreement with a memo.

In such cases, three important guidelines should be followed

for writing the memo:
a. Be specific regarding the major points that were discussed and
verbally agreed upon.
b. Enumerate the major points to emphasize them and allow easy
reference to them in future discussions.

c. Encourage feedback on any misunderstood or unclear points.

Figure 9.9 depicts a confirmation memo about hiring new salespeople.

This message follows the three guidelines for confirmation memos. In

this memo Krishna Murli first raises the major points that were
previously discussed and agreed upon. Then he outlines the five major
points he wants his sales manager to understand. By numbering them,
Krishna ensures that all of them are equally emphasized. Finally, he
gives Narayan Murthy the opportunity to ask questions.

Type # 3. Periodic Report Memo:

Periodic report memos – monthly cost control reports, quarterly sales
reports – are submitted at regular intervals.

Since these memos are written frequently, they are designed and
preprinted so that the writer can complete them quickly.

There are three helpful guidelines for constructing a

periodic report memo:
a. The memo should be designed as a fill-in form on which data can be
entered quickly.

b. The form should be designed so that it can be duplicated and re-

used.

c. If narrative or descriptive commentary is necessary, a place should

be provided on the form.

The value of a periodic memo is best illustrated with a comparison.

Take a look at the memo in Figure 9.10 and then see how the
readability and comprehension is improved by the style used in Figure
9.11.
The memo in Figure 9.10 is difficult to read, grasp and make
comparisons. But the report memo in Figure 9.11 is concise,
comprehensive and easy to understand. And every quarter all that the
manager has to do is to enter the relevant data.
Type # 4. Ideas and Suggestions Memo:
Sometimes memos are used to convey ideas or suggestions. Very often
managers ask subordinates for suggestions for tackling certain
problems. In such instances, an ideas and suggestions memo is
required.

Follow the guidelines listed below for writing this type of

memo:
Write directly – the manager would not have asked for ideas unless he
thought the writer had something to offer.

a. Begin with positive comments about the current situation (no one
likes to be shot down), and then tactfully present suggestions for
change.

b. Group ideas according to subject and use headings to highlight

them.

c. Be specific and don’t stray off the point.

Read the memo in Figure 9.12 and identify its drawbacks.

What is wrong with this memo?

i. The writer is too general. She has not pointed out what the company
should do to tackle its problems.

ii. She is more concerned with keeping her boss happy than with
presenting useful suggestions.

Now read the memo in figure 9.13 and see how powerful it is.
Much better, isn’t it? The opening paragraphs define the problem
tactfully. The recommendations are grouped by headings, and each is
carefully explained. The conclusion is action oriented. The writer
indicates how the recommendations can be implemented.

Type # 5. Informal Study Results Memo:

Organizational personnel are sometimes asked to write the results of
an informal study in a memo. The objective of the message is to
present the information in an easy-to-read, understandable form. To
this end, follow the guidelines listed below:

a. State the purpose at the beginning (and stick to it).

b. Use headings and sub-headings to make the reading as easy as

possible. Present data in a “Findings” section and interpret it in
another called “Conclusions” (or other similar terms).
c. Be specific. Stay on the point and address different issues one by
one, systematically.

d. Unless there is good reason to do otherwise, write the memo in

informal language and use personal pronouns.

The memo in Figure 9.14 is an example of an informal study results

memo that was written in response to a request from a top manager.

The opening paragraph states the purpose of the memo; headings and
sub-headings act as signposts for the reader. Specific numbered points
make the memo easy to read and understand.
Memo vs Letter
A letter is a message that is sent by a person to another meant to convey information that he wants

the person to receive. It can be short or long, and it has many types: thank you letters, personal

letters, and business letters.

A business letter is exchanged between businesses and their clients. It contains more words and
information and uses formal language. Each word in a business letter is carefully selected and

planned for since it is intended for communicating with people who are vital to a business or

company. It addresses a specific topic and is sent to specific individuals. It can be as long as the

sender wants it to be and is meant to be read only by the intended recipient. It is usually sent

through a courier or delivered by a representative of the company.

There is another way of communication in a business setting. It is usually intended for internal

communication, that is, it is used to convey messages within the organization or business. It is

called a memorandum or memo.

A memo is usually informal, short, concise, and to the point. It is used to call a meeting or to call

an individual to action. It has a header which indicates where it comes from, who it is addressed

to, the date, and the subject of the memo. It can be addressed to a single person or to all of the

people in the company. Like a letter, a memo can be written by hand, typewritten, or printed from

a computer. Unlike a letter, it does not necessarily need a courier to send it since it is intended for

a recipient within the organization although memos can also be sent to other branches of the

organization.

Summary:

1.A letter is a short or long message that is sent by one person to another while a memo is a short

message that is sent by a person to another.

2.A letter is more formal and contains more information while a memo is informal and is very

short.

3.A memo is more concise and to the point as compared to a letter.

4.A letter is exchanged between businesses and their clients while a memo is exchanged between
individuals within an organization.
5.A memo usually has a header that states where it is from and who it is intended for while a letter

may or may not have this feature.