Office Memorandum

What are Memorandums

• Memorandums are less formal and shorter than letter

• Used most often for communication within one organization

• The heading and overall tone make a Memorandum different from a business letter.

• All information is on single topic.

Memorandums By Definition

A Memorandum is a document typically used for communication with in organization. Memorandums can be as formal as a business letter and to present a report.

Uses of Memorandum

• To give information to some one

• To issue an instruction

• To request for help

• To give suggestions

The layoutThe layout

1) First write the world “Memorandum” (as a title in

the middle on top of page.)

2) Include “To” (who should get the Memorandum?)

3) “From” (who sent the Memorandum?)

4) Subject (what is the Memorandum about?)

5) Date

5-PARTS OF A MemorandumTo:

From:

Sub:

Date:

PART 1To: Mr. XYZ , Supervisor

From:

Sub:

Date:

PART 2To:

From: ABC , Bookkeeper DM

Sub:

Date:

PART 3To:

From:

Sub: Retirement Party

Date:

PART 4To:

From:

Sub:

Date: March 24, 2015

PART 5To: Mr. XYZ, Supervisor

From: ABC , Bookkeeper DM

Sub: Retirement Party

Date: March 24, 2015

My brother and I will be able to attend Mr. Khan’s retirement party on March 28. We will bring potato salad.

General template of General template of MemorandumMemorandum

Memorandum

TO: _____________________________________________

FROM: __________________________________________

SUBJECT: _______________________________________

DATE: __________________________________________

_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Writing an effective Memorandum

Three stages in Memorandum writing:

1. Pre-planning: Why? What? Where?

2. Writing: (Sequence) order,Enclosures,Photocopies,etc

3. Review: Edit for Clarity, check spelling & grammar

Some types of Memorandums

Persuasive Memorandum Directive Memorandum Technical Memorandum

Persuasive Memorandum:• In a persuasive Memorandum you must

constantly keep your reader's feelings in mind. Consider how the person will react to what you are saying. What would convince him or her most readily? How much should you rely on logic, and how much should you appeal to emotion?

Directive Memorandum:• A directive Memorandum states a policy or

procedure you want the reader or co-worker to follow. The length of the Memorandum depends on how much space is required to properly explain the procedure.

Technical Memorandum:• A technical Memorandum is a concise

presentation of results, with a logical progression from the principles which are core to the analysis towards the conclusions that were drawn from the results.

Office Circulars

A circular is in the form of a letter addressed to all office branches or departments of a company and is drafted in such a way that the information is useful and understandable to all concerned. The purpose of a circular is to circulate the information contained in it. Whenever the management has to inform anything to the entire organisation, or maybe a department, it uses office circulars.

Further, a circular may be issued for various purposes ranging from invitation to the office staff for a party to information about the installation of a card punching machine in the office.

Features of Office Circulars

• It is a letter or memorandum addressed to a number of persons or intended for general circulation in the organisation.

• It is an intra-office communication which seeks to bring to notice important matters of the organisation.

• It is usually brief and precise.• Being unsolicited, it is persuasive in approach

with emphasis on you attitude and an appealing format.

Effective Office Circular• The circular must be made in simple

language. Technical terms may make it difficult. It has to be clear, precise and complete.

• An office circular is in the form of a letter addressed by the office to all branches or to all departments.

• The purpose of a circular is to circulate some useful information. Whenever the management has to convey anything to the entire organisation or, sometimes, a department, it uses an office circular.

• Since there may be many occasions when a circular is issued by the management, and also since they pertain to different subjects, or emanate from different departments, circulars bear a reference number which is self-explanatory of the purpose/department for which it is issued.

Note that in the example below, the reference number of the circular is HR/02/2011/5. The number it shows that the circular is issued by Human Resource Department in the 2nd month of the year 2011, and that it is the 5th circular of the year.

Office OrderAs the term denotes, it is an order containing directions or instructions, which are required to be complied with by the recipient. In case of non-compliance of office orders, disciplinary action may be initiated.

In an office, office order may be issued for transfer, extension of probation period of an employee, refusing leave to an employee, for sitting overtime to complete the work, distribution of work, termination (dismissal) of services of an employee, granting promotion to an employee, declaring benefits, or for other office work.

An office order should be drafted carefully, typed, and signed by the concerned authority. It has to be duly acknowledged by the person who has to comply with it. This document is mostly used in government departments and public companies.

Effective Office Order

• It should be correct, short and to the point.

• It should draw the attention of the person/s that has to comply with it.

• It must contain specific instructions or directions for compliance.

• It must be authentic and duly signed by a competent authority.

Evolution of TechnologyCommunication technology has made rapid development in recent era . In the initial phase , communication technology was “primitive” i.e.. Oral communication was confined to face-to-face conversation while written required stationary such as telegraph.

Typewriter came as a pivotal landmark in improving quality & speed of written communication. Which further enhanced to Telephone brought a revolution in oral conversation

Radio and Television enhanced the reach and effectiveness of a message. Mimeograph & Photocopy method of mass duplication came into being .

But the apex development in every form of conversation is in courtesy to Computer & Electronic Revolution.The evolution over the period has been depicted as follows :-

FaxFax (short for facsimile), sometimes called telecopying or telefax, is the telephonic transmission of scanned printed material (both text and images), normally to a telephone number connected to a printer or other output device. The original document is scanned with a fax machine (or a telecopier), which processes the contents (text or images) as a single fixed graphic image, converting it into a bitmap, and then transmitting it through the telephone system in the form of audio-frequency tones.

The receiving fax machine interprets the tones and reconstructs the image, printing a paper copy .

Boon & Bane of FaxAdvantages

•Enables accurate multi media transmission .

•Ensures authenticity .

•Admissible as an evidence in court , thereby stands superior over e-mail in this aspect .

•Can be sent through computer as well.

Disadvantages

•Expensive , if compared to e-mail & post.

•Reception disturbs due to defect at either side.

•Difficulty in maintaining secrecy

•No stop on unwanted messages.

Short Message Service (SMS)

Short Message Service (SMS) is a text messaging service component of phone, Web, or mobile communication systems. It uses standardized communication protocols to allow fixed line or mobile phone devices to exchange short text messages . A person can send a SMS from his/her mobile phone to that of other without any hindrance of time and place. It is very convenient , inexpensive , wide & quick means of communication and can be established at own convenience.