memo

memo

 A memo is a letter between members of the same organization.

          Animals communicate with each other and ideas are shared between them through messages that one sends to another. When the recipient understands what the sender is trying to convey to him the process is completed.

       There are many forms of communication which can be verbal which is the most common and done in words, or non-verbal which is done through body language and visual images or through writing or written communication.

       Ancient written communication was done through pictographs written in stone, then paper was discovered allowing written communication to become mobile. It allowed people to communicate with each other even if they are far away through writing letters.

       A letter is a message that is sent by a person to another meant to convey information that he wants the person to receive. It can be short or long, and it has many types: thank you letters, personal letters, and business letters.

A memo is usually informal short, concise and to the point. It is used to call a meeting or to call an individual to action. It has a header which indicates where it comes from, to whom it is addressed to, the date and the subject of the memo.

                 It can be addressed to a single person or to all of the people in the company. A memo can be written by hand, typewritten, or printed from a computer.

It does not necessarily need a courier to send it since it is intended for a recipient within the organization although memos can also be sent to other branches of the organization.

There is another way of communication in a business setting, it is usually intended for the international communication, that is, it is used to convey messages within the organization or business, which is called a MEMORANDUM OR MEMO.

          A memo usually has a header that states where it is from and who it is intended for while a letter may or may not have this feature. It is more concise and to the point as compared to a letter.

             A memo is used internally within an organization moving upward, downward or horizontally, it is never sent outside.

          Memo can use technical jargons and abbreviation because their meaning is understood by the people within the organization.

          A letter requires inside address salutation and complimentary close.

          Memo and letters both are used for internal communication to convey messages or information.

Memo is the important part of written communication and it also has large number of use for different purpose.

Memo is an official note from one person to another in the same organization. Which a letter is a message that is written down or pointed on paper and usually put in an envelope and sent to somebody.

It is worth of note that the word memo and letter exhibit different roles in any given situation and occasion.

When it comes to organizational setting it is far better to write a memo than a letter because of it meanings. A memo is specially more official when dealing with organizational environment than writing a letter. Because when a memo is written it is not expected to be enveloped.

A memo is usually written from either a superior to a subordinate or a subordinate to the superior stating the date and the subject of the proposal.

While a letter is a written message addressed to a person or organization, usually carries two addresses that is address of the addresses and the sender.

TYPES OF MEMO

1.     Downward

2.     Upward

3.     Horizontal

1.     Downward: here memo moves from supervisor to subordinates. In most of the cases, announce or explain policy or procedures of new staff appointments, product and service changes, and special events within the organization.

2.     Upward: Here memos are written by subordinates to their respective supervisor. These memos provide responses to request made by supervisor and convey informal reports to supervisors which may also make request for any specific reasonable matter.

3.     Horizontal: This memo is communicated between co-workers and employees at same level or position. The respective position of the sender and the receiver determine the tone of the memo and generally the tone is informal. Carefully written memo may enhance your image among your co-workers and therefore an opportunity of your advancement.

è Horizontal - Employ – Requests – Response – Reports.

è Upward – Employees – Response – Request – Reports

è Downward – Manager / Supervisors – Policies – Requests – Procedures – Announcement 

Memo also known as memorandum has a great importance now a days. It ahs been said that the purpose of memo / functions of memo is to help everyone to become better organized.

In business employees and managers write millions of memos each day. The goal of better organization can be met only if each of these memos is well written. Memos are a form of communication with others in your organization. Memos, sometimes called internal letters or inter-office correspondence, it should be used to convey information, making requests, provide responses and present informal reports.

FUNCTIONS OF MEMO

1)    Provide response: Requests made by memo are usually answered by memo. E.g. conformation of attending any meeting or explaining the reason for not attending meeting, accept the organization at any outside meeting or other activity can be answered through memo.

2)    Present informal report and informal: Reports are commonly used by managers in planning, organizing, motivating and controlling. Such report can be presented through memo containing information regarding, managerial decisions and also recommend a solution to a problem being researched.

3)    Make Request: When additional information is required, there we can use memo to request for further information e.g. to attend a meeting by a specific person. Or to take prompt action or some matter requests are usually made in memo form.

4)    Providing information and Memo are used to convey information: This information may be about a new policy, an explanation or revision of an existing policy or procedure to implement any policy. For example: changes in supervisory position or special events within the organizations, the annual picnic or any schedule may be conveyed by memos.

Conclusively, I am of the opinion that in an organizational environment it is better to write a memo than to write a letter.

Memo is more easier and save more time, very understandable, simple, and the points are clear than a letter.

          Therefore in line with the subject matter on expressed above, I completely support the idea of writing a memo and it is better off than a letter in an organization.