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Memo Writing

The document compares memos and letters as forms of business communication. Memos are informal notes used within an organization to inform, direct, or advise others. Letters are more formal and are used for external communication between businesses or a business and its clients. Memos are shorter than letters and do not require signatures. Memos are distributed to multiple people, while letters are sent directly from one person or business to another. Technical terms and personal pronouns are acceptable in memos, while letters use simple language and third-person pronouns.

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Faheem Abbas
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199 views6 pages

Memo Writing

The document compares memos and letters as forms of business communication. Memos are informal notes used within an organization to inform, direct, or advise others. Letters are more formal and are used for external communication between businesses or a business and its clients. Memos are shorter than letters and do not require signatures. Memos are distributed to multiple people, while letters are sent directly from one person or business to another. Technical terms and personal pronouns are acceptable in memos, while letters use simple language and third-person pronouns.

Uploaded by

Faheem Abbas
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Thursday, 19 May 2022 9:47 am

◄►

Difference Between Memo and Letter

A memorandum or shortly known as a memo is a precise official note, used to inform, direct or
advise the members within the same organization. However, the business deals with a number
of external parties such as customers, clients, suppliers, government agencies, manufacturers,
societies, etc. for which a different tool of communication is used, called as a business letter. A
letter refers to a brief message sent by the company to the person or entity, which are
outsiders.

BASIS FOR MEMO LETTER


COMPARISON
Meaning Memo refers to a short Letter are a type of verbal
message, written in an communication, that contains a
informal tone for interoffice compressed message, conveyed to
circulation of the information. the party external to the business.
Nature Informal and Concise Formal and informative
Exchanged Departments, units or Two business houses or between
between superior-subordinate within the company and client.
the organization.
Length Short Comparatively long
Signature Signature is not required in a A letter is duly signed by the
memo. sender.
Communication One to many One to one
Content Use of technical jargon and Simple words are used and written
personal pronoun is allowed. in third person.

Writing a Memo

Memos can be different, passing various kinds of information. You have your information
request memos, suggestion memos, and study results memos.
The objective of your memo will change each time you write one, but they all largely follow
the same format. When you understand this format, writing any kind of memo will come easy
to you, whether you are sharing information or collecting some.

The fundamental thing you need to know is that a memo is not a formal business letter. As
such, there is no need for a salutation or sender's signature. The first section of a correctly
formatted memo is the heading.

SAMPLE MEMO

Date:

To: All Staff

From: Company Executive

Subject: Employee Commute Options Surve,y


Date:

To: All Staff

From: Company Executive

Subject: Employee Commute Options Surve,y

We are conducting a commuting survey this week among all employees. The purpose of the
suNey is to discover what methods we currently use to commute and what alternative methods
are of most interest The survey is required by Department of Environmental Quality's
EmproyeeC()mmute Options (ECO) rules. These rules are part of the Portland area cleanair
plan to keep the air dean in light of air pollution associated with continued growth in the region.

ECO requires employers lo provide employees with incentives to use altemalives to driving
alone to work. The results of the survey will be used by (company name) to design a
transportation program that reflects the needs and desires of {company name} employees. We
must receive completed surveys back from at least 75 percent of (company name) employees
to meet the requirements.

The Sl!Jrvey
Wlllbe dtStributedvia e-mailon (date). Pleasetake a coupleof minutesto flll out lhe
survey and return in by (date). tf you have questions, please talk to (transportation coordinator).

We will share the results with you in the employee newsletter when they are completed.

Thanks for your participation,

Your ExecuUve
Heading

Below the letterhead, there should be a header labeled "Memorandum" or "Memo." This way,
every recipient knows what it is straight away. The words could be in all caps, or a sentence
case should be at the center of the page.

Also in this section are additional information that gives context to the memo. The information
being- TO (the intended audience), FROM (the sender), Date (the when), SUBJECT(what it is
about).

Here is an example of the layout.

MEMORANDUM

TO:

FROM:

DATE:
--
SUBJECT:

Overall, this section should concisely inform the reader what will follow before they proceed
to the body.
The Body

Here is where you state the message and offer contextual details. Ideally, it should be in two
to three short paragraphs.

In the first paragraph, state the purpose of the memo. A common way to start this part of the
memo is with the phrase, "I'm writing to request ..." or "I'm writing to inform you ...".

There is no room for fluff. Be clear, short, and to the point. Use this part to state the memo's
point and tone before going to the details in the subsequent paragraphs.

In the second paragraph, go into those details and provide the necessary context. Each
sentence should build on the former. They should also be understandable and straightforward.

In the third paragraph, state your specific request from the audience. This is the part where
you say things like "Please email with questions" or "Please reach out to your department
manager for next steps."

If you are passing information, phrases like "Thank you for your cooperation" or
"Congratulations on this achievement!" work.

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