Parts of a Memorandum

Date: 2015-10-07; view: 384.

Read the following information.

Unit 12 MEMORANDA (MEMOS)

An inter-office memorandum—or memo for short—is an efficient way to communicate information to people within an organization, while at the same time providing a written record of your communication. In most organizations, memos play a crucial role in establishing a record of decisions, requests, responsibilities, results, and concerns.

It is less formal than a letter, and it takes less time to create. A memo does not have a salutation (Dear__) or a formal closing (Sincerely yours). Memos are written in the direct order because they concern work information which rarely requires a preliminary explanation, justification, or persuasion strategies. The writers of memorandums are less concerned about the effect of their words, because people working together in business situations typically want and expect clear straightforward communication.

Memoranda (the plural for memorandum) may be sent through inter-office mail or through email.

A memo has the following parts: (1) the heading, (2) the message or body, (3) the reference initials, and (4) notations, if appropriate.

The heading includes the name of the person or persons to whom the memo is being sent, the name of person(s) receiving a copy (if appropriate), the name of the sender, the date, and the subject of the memo. Persons to whom a copy is being sent may, alternatively, be indicated at the bottom of the memo after the reference initials.

The message, or body, of the memo should contain these key components of a business letter: an opening that clarifies why the memo is being sent; details that are needed for understanding or support of what is being presented or asked; and a closing that makes clear what action is requested.

The person sending the memo should write his/her initials over or next to his/her name in the ‘From' part of the heading to document that it really came from him/her; or, alternatively, the person may sign the memo at the bottom beneath the message. Typed initials at the bottom of the page should be used to indicate who typed the memo if that person is different from the person writing it.

If there is an attachment, it should be noted at the bottom of the page in the notations part.