English Unit 12

Unit 12 Writing Memos, Circulars and Notices

Structure:
12.1 Introduction
Objectives
12.2 Memo
Principles of précis writing
Approaches to memo writing
Characteristics of a memo
Guidelines for writing memos
Language and writing style of a memo
Format of a Memo
12.3 Circulars
Guidelines for writing a circular
Languages and writing style of a circular
Format of a circular
12.4 Notices
Purpose of a notice
Format of a notice
Important points to remember while writing a notice
12.5 Summary
12.6 Terminal Questions
12.7 Answers

12.1 Introduction
In the previous unit we have discussed about importance of Business
letters, difference between Personal and Business letters, structure and
format of Business letters and types of Business letters. Written
Communication within the organization is very important, especially when
things have to be kept on permanent record. Information has to be
announced and instructions have to be given to subordinates by superiors.
In this unit, we will discuss some of the written communication media,
including memos, circulars and notices, which are used to communicate
with employees within an organization. We shall define the specific purpose
of each of these media, and offer guidelines for writing them, along with the
appropriate formats to be used.

Sikkim Manipal University B2073 Page No.: 150

English Unit 12

Objectives:
After studying this unit, you will be able to:
 explain the importance of memo, circular and notices
 list the important characteristics of business memo
 Identify the effective guidelines of writing memo, circular, notices.
 construct memos, circulars and notices.

12.2 Memo
Memo, which is an abbreviation of memorandum, forms a part of inter – and
intra- departmental correspondence. Derived from the Latin word,
“memorate”, changed to “memorandus”, it literally means “to provide
information”. A memo is a written statement that provides information by a
person or a committee to other people. Literally translated in the
organization set – up, it is a brief official note circulated to one or more than
one person, depending on the nature of the information to be circulated.
A memo is not a letter even though its basic purpose is to inform, make
request, to put on record, to report and invite suggestions. It is different in its
nature of the tone as well as the style. A letter is more formal in nature, but
a memo ensures that the tone is more conversational. However, if the
memo is being sent to the top boss of the company, he might prefer a
slightly more formal style than the one, which could be adopted for peers or
colleagues. It is very important to evaluate the position of the receiver, and
to critically analyze the topic prior to determining the tone of the memo.
A memo is similar to a letter regarding the statement of the subject and the
points discussed. The language is polite and courteous and there is no
breach of goodwill in the memo
Companies have their own printed format in which the message is written
and sent across to the other members. This format is more like that of a
letter. It could be either in the full block or semi-block style.
It is important for the business executives to know how to write condensed
memos. Often, business executives may also be asked to compress the
business articles for their superiors. This is essentially the same as “précis
writing”, where an article is reduced to one fourth its size, without losing the
essence or meaning. The shortened article could then be put in memo
format and sent to the superior.

Sikkim Manipal University B2073 Page No.: 151

English Unit 12

Given its importance, we shall briefly discuss how to write a “précis”

12.2.1 Principles of précis writing
As mentioned earlier, précis writing is regularly done by many assistants of
top executives, to help them in keeping up with their business reading.
There are three main principles of précis writing, which may be referred to
as the three “C” s of précis writing. They are –
1. Condensation – This means that the précis should be brief and
shortened version of the original article. In general, the précis should be
one fourth the length of the original size.
2. Comprehension – While it is very important to reduce the article to one
fourth its size, the article should not lose its meaning in the process of
doing this. It should be as easy to understand the condensed article as it
is to understand the full article.
3. Coverage – In the process of condensing the article, all the main points
or the ideas in the original article should be retained and adequately
covered, so that the shortened article comes across as complete.
A writer needs to look for the following, in order to fulfill the three Cs of
précis writing –
1. Main Theme – What is the article about? This is usually indicated in the
caption itself. For example, “The future of the Indian Auto Industry.” If
not, it is important to read the article completely and understand the
main theme.
2. Components – These are the main ideas, or the ideas used to support
the main theme. For example, the fact that the growth of the light
commercial vehicles is a trend, which is likely to continue in the future,
may be considered as one of the components or main ideas, since it will
have a bearing on the future of the auto industry.
3. Elements – These are the key words that are used to express the main
ideas. For example, “the number of light commercial vehicles has
increased fourfold in urban and suburban areas this year,
compared to the last year.” The words in bold are the key words.

Sikkim Manipal University B2073 Page No.: 152

English Unit 12

12.2.2 Approaches to memo writing

Memos can be approached in different ways depending on your purpose:
1. Decide if it’s to be persuasive or informative. While many memos are
a combination of the two (“In order to process your claim promptly,
please submit it no later than January 15.”), sometimes memos have to
be one or the other for the reader to take the appropriate action. A
persuasive memo engages the reader’s interest before issuing a
directive, where as an informative memo outlines the facts and then
requests the reader’s actions.
2. Clearly state the purpose of communication in the subject line.
Most memo formats have the basics of the header, like “to,” “from” and
“date” in place. But you have a responsibility to make the subject line as
descriptive as possible so the reader understands the intent. A memo
simply titled “Vacation Time” might appear to be good news – until the
document explains that vacation time won’t be granted unless first
requested in writing. Thus, a better memo title might be “New Vacation
Time Request Policy".
3. Write memos with purpose and make that purpose known in the
first paragraph. Needless memo writing should be a crime across all
states. One way to make sure no one reads or heeds memos is to send
them out for the slightest issue. Try to avoid doing this. Also, outline the
purpose and the desired action in the memo’s first paragraph. Readers
will become conditioned to the importance of a memo and gain that
knowledge as soon as they open it.
4. K.I.S.S. – Keep It Simple, Silly. Most memo formats accommodate one
page of information. This means that the topic details should be concise,
with clear directives and contacts for follow-up. If it’s a complex topic
extending into multiple pages, still keep the language as direct as
possible, add headings or bullets to guide the reader and conclude with
a summary paragraph of key points.
Reinforce the reader’s necessary action. At the end of the memo,
specifically direct the reader to the desired action.
5. Effective business communication improves workflow and
relationships. Use the tools of memo formats and well-constructed
information to your advantage.

Sikkim Manipal University B2073 Page No.: 153

English Unit 12

12.2.3 Characteristics of a memo

The Five most important characteristics of a memo are:
1. Heading – This would include reference to the sender and receiver. In
general, the official designation is used to address and to indicate the
addresser. Though, there could be some instances when the prefix
Mr, Ms, Dr, and so on might be used. This however, is rare, and even if
the addressee is addressed by a courteous prefix, the same rule cannot
be applied to the address.
2. Reference, date and subject – The reference number for a memo
should always be given. It helps in documentation (recording of the
documents) for cross – reference and future reference. Full dates are
important from the point of view of future reference. Moreover,
specifying the same also prevents errors of miscommunication that
might occur. The subject of a memo is extremely important. It should be
brief and should be able to communicate the basic objective of the
message.
3. Message – The message is direct and brief, and is phrased in short and
simple sentences. It follows a direct organizational plan, that is, the
purpose is followed by the necessary details to support the opening
sentences. This is followed by a request for action or specification of a
deadline for the completion of the task.
4. Close / Action – Unlike formal letters, memos need not include a formal
close (e.g., sincerely) and a signature line. However, unless the purpose
of a memo is just to inform, there should be a clear call for action. For
example, “I request you to review my proposal and to grant approval.”
5. c.c. – This is an abbreviation for “Carbon Copy”. Sometimes a copy of
the memo may go to another person(s). This is indicated by c.c.,
followed by the name(s) of the person(s)
12.2.4 Guidelines for writing memos
1. Date – The memo should have the date. No memo shall be recognized
if the date is not written. Moreover, the date should be correct because
the memo will be used in the future for references.
2. Subject – The subject of the memo should be very clear and concise.
3. Name of the receiver – The name of the receiver should be clearly
written with his proper designation.
Sikkim Manipal University B2073 Page No.: 154
English Unit 12

4. Message – The message should be short and direct. There should be

no philosophy hidden, as it makes the decoding very difficult for the
receiver.
5. Courtesy – The language used should be simple and courteous.
6. Signature – Signature of the sender is very important without which the
memo is invalid.
7. Reference No – The reference number is very important while writing a
memo.
12.2.5 Language and writing style of a memo
Since a memo is short, informal report, the following points have to be
remembered regarding the language and style that is used –
1. Be concise – It is important to be brief and to the point, so that the
memo does not exceed two pages in length. Make the sentences and
paragraph short, limit each paragraph to five lines or less, and use bullet
wherever possible. If you are giving reasons, number them, or put them
in separate paragraphs with double line spacing. Otherwise use single
line spacing between lines.
2. Use simple language – Use short, uncomplicated words and avoid
trying to impress, by using unnecessary jargon and technical terms.
3. Use active and not passive voice – Use of personal pronouns and
active voice is permitted in a memo, unlike a formal report where the
passive voice should be used for the sake of objectivity. In other words,
it is appropriate to say, “Based on my experience, I Feel that the budget
is not adequate.”
4. Avoid giving too many reasons – Although it is important to provide a
justification when you make a request, or try to persuade someone to do
something, do not overdo it. In general, a reader can only absorb a
maximum of six or seven reasons at once. Therefore, do not overstate
your reasons.
5. Close with a call for action – Do not leave the reader hanging. If you
wish to persuade him to accept your request or recommendation, you
must say so clearly, using action words and indicating a time frame or
limit. For example , “I would like to discuss this in person with you and
get your approval before the end of this week”

Sikkim Manipal University B2073 Page No.: 155

English Unit 12

12.2.6 Format of a memo

EXHIBIT 1(a): Memo – Full Block Format

NAME OF THE COMPANY

INTEROFFICE MEMORANDUM
Date: ________________
Ref: _________________
To: __________________
From: ________________
Subject: ______________

-------------------------------------------------------------------------------------------------
-------------------------------------------------------------------------------------------------

NAME
SIGNATURE
Cc

EXHIBIT: 1(b) Memo –Semi-Block Format

NAME OF THE COMPANY

INTEROFFICE MEMORANDUM
To: __________________
Date: ________________
From: ________________
Ref:___________________
Self-Assessment Question (1)
Are the following statements True or False?
(Designation)
1. A memo can be written in
Subject: ______________
an Informal Language.
2. One of the three “C’s “ of
-------------------------------------------------------------------------------------------------
Précis writing is “Correspondence”
-------------------------------------------------------------------------------------------------
3. A memo is not brief , it is
NAMElike a regular report
SIGNATURE
Cc

Sikkim Manipal University B2073 Page No.: 156

English Unit 12

Self-Assessment Questions
1. ________________ means that the précis should be brief and
shortened version of the original article.
2. ______________ are the key words that are used to express the
main ideas.
3. A memo is a written statement that provides information by a person
or a committee to other people. (True or False)

12.3 Circulars
Circulars are announcements that are distributed to small or selective
groups of people within the organization. A Circular is also a written formal
document, used from inter departmental, or inter organizational
communication. It serves the same purpose as the notice and may be
written for the same reason. The only difference in the Circular and Notice is
that the Notice is displayed at one place, whereas the Circular is widely
circulated among the members concerned. Usually, the signature of the
reader is taken on the Circular, to ensure that the information has been
transmitted.
Let us understand the need for writing a circular, with an example
Imagine that you are the President of the Rotaract Club of your Institution
and you wish to hold a meeting to plan for the Annual Club Fest of the
college. You will have to send some information to those whom you want to
involve in organizing the Fest. You may not want all the members to be
involved initially, since it may take a lot of time and there may be too many
suggestions. Instead, you may choose to invite only the committee
members to discuss details such as the date, venue, duration, how to get
sponsors and so on. For this purpose, you may send a circular only to the
student committee members, requesting them to attend the meeting.
12.3.1 Guidelines for writing a circular
1. Date – the circular should have the date. Moreover, the date should be
correct because the circulars will be used in the future for references.
2. Subject – The subject of the circular should be very clear and concise.
3. Name of the receiver – The name of the receiver should be clearly
written, with his proper designation.

Sikkim Manipal University B2073 Page No.: 157

English Unit 12

4. Message – The message should be short and direct. There should be

no philosophy hidden, as it makes the decoding very difficult for the
receiver.
5. Courtesy – The language used should be simple and courteous.
6. Signature – Signature of the sender is very important without which the
circulars are invalid.
7. Circular No – The circular number is very important while writing
circulars.
12.3.2 Languages and writing style of a circular
Since a circular is short, informal report, the following points have to be
remembered regarding the language and style that is used.
1. Be concise – It is important to be brief and to the point, so that the
circular does not exceed two pages in length. Make the sentences and
paragraphs short; limit each paragraph to five lines or less, and use
bullet wherever possible. If you are giving reasons, number them, or put
them in separate paragraphs with double line spacing. Otherwise use
single line spacing between lines.
2. Use simple language – Use short, uncomplicated words and avoid
trying to impress, by using unnecessary jargon and technical terms.
3. Use active and not passive voice – Use of personal pronouns and
active voice is permitted in a circular, unlike a formal report where the
passive voice should be used for the sake of objectivity. In other words,
it is appropriate to say, “Based on my experience, I feel that the budget
is not adequate.”

Sikkim Manipal University B2073 Page No.: 158

English Unit 12

12.3.3 Format of a circular

EXHIBIT 2: Circular Format

Nirman Private Limited

8.
Phase 1, Industrial Area
9.
Chandigarh
10.
Dated: June 10, 2010
11.
Circular No: 177 /61

The organization is conducting a “Visit to a Village” programme, under

the Rural Development Project, on June 20, 2010. We will be visiting a
nearby village and conducting a cleanliness campaign there. The
employees are advised to come in informal dress code and assemble in
the Main Ground at 11:00 am and join for the noble cause.

Sd/-
Bibeth Sharma
(Personnel Manager)

Note that a circular, like a memo, is brief and to the point. It has a caption
that indicates the message to be conveyed. Like a memo, there is no formal
salutation or close.
Self-Assessment Questions
4. _______________are announcements that are distributed to small or
selective groups of people within the organization.
5. The only difference in the Circular and Notice is that the Notice is
displayed at one place, whereas the Circular is widely circulated
among the members concerned. (True or False)

12.4 Notices
A Notice is a formal, written document, the objective of which is to provide
important information to the receivers. A notice is usually displayed on the
Notice Board of the organization and everyone is expected to go through its
contents. In case of a legal notice, it is sent by post.

Sikkim Manipal University B2073 Page No.: 159

English Unit 12

The idea of writing a notice is to draw attention to something or some event

that would take place. All the required information must be given in a simple,
concise, attractive manner, so that people notice it.
A notice conveys information in a comprehensive manner. It is usually
advance information about -
 A happening
 General instructions
 An event
 A function
 An inauguration
 A programme.

12.4.1 Purpose of a notice

The purpose of a Notice, in any business organization may be regarding:
1. Inviting employees for a meeting.
2. New rule / regulation to be initiated or formulated.
3. Some event to be held.
4. A holiday.
5. A deadline for submitting any paperwork.
6. Any other important information.
12.4.2 Format of a notice
EXHIBIT 3: Notice Format

Nirman Private Limited

1.
Phase 1, Industrial Area
2.
Chandigarh
3. Dated: June 10, 2010
4. ADM /N /44-88
REF:
Notice

The Members of the Marketing Division are requested to gather for an

important meeting on Tuesday, June 14, 2010 at 10.30 am in the
Conference Room, to discuss the latest marketing strategy for our new
product.

Bibeth Sharma
(President)

Sikkim Manipal University B2073 Page No.: 160

English Unit 12

The above notice is meant for the members of marketing division of an

organization. It has a reference number and date, similar to a memo.
Sometimes under special circumstances, notices may also be sent to
individual employees. An example of this type of notice is the “Show Cause
Notice,” which is sent when an employee is found guilty of major
misconduct.
12.4.3 Important points to remember while writing a notice:
 Notices can use capital letters for details such as names of the
organizations, captions, an important detail within the message itself.
 The date of the notice can be placed at the top right or left or bottom
right or left hand corner.
 The entire content of the notice is centered within a box.
 The individual responsible for the issuing of the notice should write the
name below the signature followed by his designation.
 Complete sentence may not be used always in all type of notices.
Abbreviations and symbols can also be used.
 One should be very careful with the number of words used for writing a
notice.
Self-Assessment Questions
6. A _______________ is a formal, written document, the objective of
which is to provide important information to the receivers.
7. The idea of writing a notice is to draw attention to something or
some event that would take place. (True or False?)
8. The entire content of the notice is centered within a_____________.

12.5 Summary
 Written communication within the organization is very important,
especially when things have to be kept on permanent record,
information has to be announced and instructions have to be given to
subordinates by superiors.
 A memo is a written statement that provides information by a person or
a committee to other people.
 A memo is similar to a letter to the statement of the subject and the
points discussed. The language is polite and courteous and there is no

Sikkim Manipal University B2073 Page No.: 161

English Unit 12

breach of goodwill in the memo. Companies have their own printed

format in which the message is written and sent across to the other
members.
 Memos can be approached in different ways depending on your
purpose.
 Circulars are announcements that are distributed to small or selective
groups of people within the organization.
 Note that a circular, like a memo, is brief and to the point.
 A notice is a formal, written document, the objective of which is to
provide important information to its receivers.
 A notice conveys information in a comprehensive manner. It is usually
advance information about certain events or happenings in the future
date.
 Sometimes under special circumstances, notices may also be sent to
individual employees.

12.6 Terminal Questions

1. What is a memo and what are the principles of writing a memo?
2. What are the characteristics of a memo?
3. What are the various approaches in writing a memo?
4. What is a circular? What are the guidelines to write a circular?
5. Your Club is going for a picnic on 15th June, 2011. As the Secretary of
the club, draft a notice to all the members.

12.7 Answers
Self Assessment Questions
1. Condensation
2. Elements
3. True
4. Circulars
5. True
6. Notice
7. True
8. Box

Sikkim Manipal University B2073 Page No.: 162

English Unit 12

Terminal Questions
1. Refer to section 12.2 & sub-section 12.2.1
2. Refer to sub-section 12.2.3
3. Refer to sub-section 12.2.2
4. Refer to section 12.3 & sub-section 12.3.1
5. Refer to sub-section 12.4.2-Exhibit 3

Sikkim Manipal University B2073 Page No.: 163