IV. MEMO

MEMO

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.

A memo (or memorandum, meaning “reminder”) is normally used for communicating policies, procedures, or related official business within an organization. It is often written from a one-to-all perspective (like mass communication), broadcasting a message to an audience, rather than a one-on-one, interpersonal communication. It may also be used to update a team on activities for a given project, or to inform a specific group within a company of an event, action, or observance.

 

Memo Purpose

A memo’s purpose is often to inform, but it occasionally includes an element of persuasion or a call to action. All organizations have informal and formal communication networks. The unofficial, informal communication network within an organization is often called the grapevine, and it is often characterized by rumour, gossip, and innuendo. On the grapevine, one person may hear that someone else is going to be laid off and start passing the news around. Rumours change and transform as they are passed from person to person, and before you know it, the word is that they are shutting down your entire department.

One effective way to address informal, unofficial speculation is to spell out clearly for all employees what is going on with a particular issue. If budget cuts are a concern, then it may be wise to send a memo explaining the changes that are imminent. If a company wants employees to take action, they may also issue a memorandum. For example, on February 13, 2009, upper management at the Panasonic Corporation issued a declaration that all employees should buy at least $1,600 worth of Panasonic products. The company president noted that if everyone supported the company with purchases, it would benefit all (Lewis, 2009). 

While memos do not normally include a call to action that requires personal spending, they often represent the business or organization’s interests. They may also include statements that align business and employee interest, and underscore common ground and benefit.

Usually, we write a memo for one of the following five reasons

1. as a reminder
2. highlight an event or circumstance
3. to recount an event
4. keep an official record of anything
5. to pass information or instructions

Memos have been a popular way for commuting for over a century now. This is because they have many advantages as seen below:

• 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

Memo Format

A memo has a header that clearly indicates who sent it and who the intended recipients are. Pay particular attention to the title of the individual(s) in this section. Date and subject lines are also present, followed by a message that contains a declaration, a discussion, and a summary.

In a standard writing format, we might expect to see an introduction, a body, and a conclusion. All these are present in a memo, and each part has a clear purpose. The declaration in the opening uses a declarative sentence to announce the main topic. The discussion elaborates or lists major points associated with the topic, and the conclusion serves as a summary.

STEPS OF WRITING A MEMO.

1. 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.
2. Recipient: Address the recipients in the correct format, Example -‘ To: All Employees of the Sale Division’
3. Writer: Write the name of the person writing the memo, Example – ‘From: Mr. ABC, Head of Sales’
4. 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.
5. Date: The date of writing the memos is an important detail that one must include.
6. Subject Line: This will give the reader a brief idea about the information in the memos. The line must be brief, precise and to the point. Example – Subject: Meeting of all employees of the Sale Division.
7. The body of a memo: 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.
8. Proofread: Finally, proofread the memo before sending it.

Example of Memos

1Q: Write a memo to the accounting department asking them to attend training to learn about the new software the company has adopted.

MEMORANDUM

To: All Employees of the Accounting Department

From: Mr. XYZ, Head of Accounts

CC: Ms. ABC, HR Department

Date: 25 October 2018

Subject: Compulsory Training wrt to the New Software

As you are all aware, we have recently adopted new accounting software at the company. The decision was taken to improve our accounting procedure and make it more time and cost efficient. A training seminar will be held on 5th November 2018 at 9 am to familiarize the staff with the new software. This is done to make the transition between the software as easy as possible. All employees of the department are required to attend.

2. MEMORANDUM

To: All Staff

From: Tanya Smith, CEO

Date: July 18, 2018

Subject: NewTech Software Issues

It has come to my attention that many employees are having trouble using our recently acquired New Tech sales management software because it currently creates duplicate client entries. Some of you have stopped using the system altogether. We want this software to help you do your jobs better, not to take up more time. Therefore, it is fine to hold off using it until we resolve the technical issues with New Tech staff.

Memo Example : A General Office Memo

MEMORANDUM

To: All Staff

From: The Manager

Date: May 27, 2010

Subject: Inappropriate use of time on Google Doodle games

Coworkers,

It has come to my attention that many in the office have been spending time on the Google home page microgames. This memo is a reminder to use your work hours for work.

According to a recent article, the estimated daily cost of people collectively playing these games instead of working is over $120 million—which is calculated based on the daily average increased time spent on the Google home page (36 seconds).

If these estimates are applied to our 600 office employees, this results in a nearly $700 weekly loss.

This is a conservative estimate considering the extensive discussions that occur about beating the office’s current high score. The extra cost quickly adds up.

Of course, we don’t want you to view our organization as a place of drudgery and draconian rules. I encourage a fun and competitive environment, and I recognize that we certainly won’t be profitable if you are unhappy or dissatisfied with your jobs. This is just a reminder to be careful with your use of company time.

Thank you,

The Manager

Reference:Wright, Tony. (2010). The Tragic Cost of Google Pac-Man – 4.82 million hours. Retrieved May 26, 2010 from: http://blog.rescuetime.com/2010/05/24/the-tragic-cost-of-google-pac-man-4-82-million-hours/

Memo Example : A Departmental Memo

MEMORANDUM

To: Computer Programming Division

From: Vice President Lumbergh

Date: February 19, 2016

Subject: Attaching cover sheets to TPS reports

This is to remind the division that, starting today, we are now filing all Testing Procedure Specification (TPS) reports with new cover sheets.

The reason for this change is simple. In addition to a new format, the cover sheets provide a summary of the report as well as the updated legal copy. The new cover sheets also include Initech’s new logo.

Though this change may initially seem like a headache and an extra step, it is necessary to include the new cover sheets due to their updated information. Failing to do so will result in a confusing and inaccurate product delivered to our customers.

Please be sure to follow this new procedure.

Best regards,

Vice President Lumbergh

Conclusion

By following these memo examples and addressing your audience in clear, concise language, you’ll be able to effectively communicate with your coworkers in all your correspondence.

 Memo to Customers

To: Customers of Chloe’s Cupcakes

From: Dan Lionel, Public Relations Liaison

Date: May 12, 2012

Subject: Publication of Nutrition Facts

Due to extensive customer feedback, we at Chloe’s Cupcakes would like to demonstrate our commitment to making healthy choices by publishing nutrition information for all of our baked goods. Although our stores would not be required by law to provide the nutrition facts of our products, we agree that customers should have access to as much information as they desire before making a purchase.

We are confident that that you, the customer, will feel better about choosing Chloe’s Cupcakes once you are aware of these facts. We are committed to use the best locally grown ingredients in our baked goods, and we freshly prepare all of our desserts each morning. Moreover, we have a line of vegan treats that substitute some of the highest-calorie ingredients in non-vegan goods with healthier options—while still delivering great flavor. For those customers who are looking to splurge, we have an exquisite selection of decadent treats too, including our famous crème brûlée macaroon sundae.

All of our nutrition information will be available online, along with a list of ingredients and possible substitutes for those with dietary restrictions. We will also provide pamphlets in stores with the same information, to be updated periodically. As it is cumbersome to obtain accurate nutritional analyses of handmade food products, we are unable to guarantee access to nutritional information for seasonal flavors and promotional items.

Best,

Dan Lionel

 

 

 

 

 

Memo to Boss

To: Joe Campos, VP of Sales

From: Kate Chaplain, Senior Sales Associate

Date: April 5, 2013

Subject: Quarterly Review

Mr. Campos,

I’ve attached my quarterly review report to this email, but I also wanted to quickly discuss the trends I’ve noticed in our sales data over the past few months.

We’ve sold over 10,000 new memberships over the past quarter, which is a 22% increase from Q4 of last year. Our data analysis shows that this upswing corresponds with the creation of company pages on various social media sites, including Facebook and Twitter, which allows more people to connect with us virtually. In fact, over half of our new memberships were purchased from links that were posted on our Facebook and Twitter profiles.

We’ve also had an 82% renewal rate in memberships that were set to expire in Q1. This is 16% higher than our renewal rate in Q4, which suggests that our new program—having sales associates contact members directly about renewing their memberships—is working even better than we had expected.

Unfortunately, we haven’t seen the same rapid growth in the purchase of family memberships. While the number of FMs has increased by 2% over last quarter’s numbers, I believe we can get that number even higher. I’ve listed some suggestions in my report, but I would also like to add it to the agenda for our quarterly review meeting later this week.

Please let me know if you have any questions.

Best,

Kate Chaplain

Senior Sales Associate

Body Rock Fitness

 

 

Memo to Coworkers

To: All Staff and Interns

From: Ana Lucily, Executive Assistant to the President

Date: July 15, 2012

Subject: Dishes in the Sink

It has come to our attention that there has been a pile of unwashed dishes that accumulates in the sink by the end of each week. It has gotten so bad that washing one’s hands in the kitchen sink becomes an uncomfortable undertaking. Therefore, we are introducing a new policy that mandates that employees wash their dishes as soon as they are done with them, keeping the sink clear for other uses.

If you do not have the time to wash your lunch container or coffee mug, leave it by your desk until you are ready to wash it. Even two or three dirty plates will encourage every person thereafter to leave their unwashed, food-stained dishes and silverware in the sink. Conversely, studies have shown that when a sink is empty, people are more likely to wash their dishes immediately.

Thank you for your cooperation!

Best,

Ana Lucily