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In today’s Business Studies class, We will be discussing Memorandum. We hope you enjoy the class!
A memorandum is a note or a record for future use. For an organization, it is very important to have an efficient way of communication. It is an intraoffice tool. It has a number of purposes.
In simple words, a memorandum is a written message or information from one person or department to another in the same business. It is less formal than a letter. A memorandum is often abbreviated as a memo. Effective memos clearly state the objective in the first sentence.
Purpose of memorandum
A person writes a memo with some purposes in mind. It is used
- To inform.
- To inquire.
- One can use it to report.
- To give suggestions.
- To remind.
- One can use it to instruct.
- One can promote goodwill using a memo.
- To communicate the ideas.
Advantages of memos
Using memos has a number of advantages. Memos are
- Memorandum is quick.
- It is a convenient mean of communication.
- It is inexpensive. Memos are used within an organization so one can use low-quality paper.
- It helps in maintaining written records.
Parts of memorandum
There are mainly five parts of a memorandum. They are
The heading segment of a memo has four basic sections.
- To: reader’s names and job titles
- From: sender’s name and job title
- Date: complete date
- Subject: the reason for writing the memo
In this segment, one can find the purpose of the memo. The opening paragraph includes the reason or the motive of writing a memo. It gives a brief overview of the memo.
It is the event or circumstance of the problem the writer is solving. One should clearly mention the context.
It is the segment one must include to mention the steps for solving the problem. One must only include the needed information. Do proper planning before writing a memo.
If a memo is more than a page, one must include a separate summary segment. It is not necessary for a short memo. It helps the reader to understand the main idea of the memo. Also, it helps to take the required steps.
It is the longest part of a memo. It includes all the details supporting the ideas. Remember to start with general information and then go for a more specific one. It includes supporting ideas, facts, and research.
Always end your memo with courteous words. Make sure you make the completion of the task in an efficient and easy way. Try to lure the reader to make a positive action.
One can also attach lists, graphs, tables etc. At the end of a memo. Make a reference for your attachments and add notation for them.
The format of a memo
Important points to remember
- Always use a clear and specific subject line.
- Do not waste the reader’s time by using lengthy memos. Be clear and concise.
- Use the active voice.
- Use the first person.
- Be formal.
- Avoids slangs and friendly words.
- One should use a careful and logical arrangement of information.
- Keep the paragraphs short.
- One can use enumerations for the paragraphs.
- One can use solid capitals and centre indentation for important details.
- Use of bullets to make points.
- Always end the memo in courteous words.
- Use text fonts and colour to attract attention.
- Avoid rude and thoughtless memos.
- It does not need a complimentary close or a signature.
- Proofread the content before sending.
We have come to the end of this class. We do hope you enjoyed the class?
Should you have any further question, feel free to ask in the comment section below and trust us to respond as soon as possible.
In our next class, we will be talking about E-mails. We are very much eager to meet you there.
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