Memorandum/(a)

(also more commonly memo) is a brief written record or communication, commonly used in business, government, and educational organizations.

Definition
A memorandum is generally used for internal communication . That is why it is also called interoffice memorandum. It is a written statement you prepare specially for a person/group of persons or communicate an order to give them information about a particular matter.

Purpose of Memorandum
To inform of decisions To request decisions or actions To provide information of any kind To remind someone of action required To issue instruction to the staff To communicate policy changes to the staff To confirm a decision arrived at on the telephone.

Format
A memorandum is written using a specific format which is accepted by the organization in which the memorandum is used. The usual structure for a memorandum includes some or all of the following:

Format
MEMORANDUM (Heading Segment) TO: The person receiving the memorandum FROM: The person writing the memorandum DATE: Usually a formal manner of writing the date, for example 19 September, 2007 SUBJECT: A short title descriptive of the topic in discussion in the memorandum Introduction (Opening Segment): explaining why the memorandum has been written and what topic the memorandum will discuss. Body (Summary/Analysis Segment): discussing the topic in detail--explaining what exactly and itemizing when possible any parts of the topic. Conclusion (Closing segment): explaining the implications of the memo and what the audience should think or do about the memos topic as a result of your analysis.

Characteristics of Effective Memorandum

Memos are usually written in an informal style. Effective memos contain guideword headings, focus on a single topic are concise and conversational.

Differences between a memorandum and a letter

A letter is used for communicating outside the organization whereas a memo is used within the organization Letters generally have only one audience whereas memos are a convenient way of getting the same message across to several people at the same time. The letter makes use of the letter head, whereas the memo could be a plain sheet of paper or on a standard memo form.

Contd.
The letter has a very formal appearance; there is the inside address, the salutation, the complimentary close at the end, followed by the signature, the name and the official title whereas the memo has none of the above.