The world is changing day by day. All the manual work has transformed into digital aspects. The same goes for the ways of communication that have changed as well. If you want to talk to someone, you don’t have to arrange a formal meeting for this. Just go for the digital communication systems. Like you can email, Whatsapp, or call.
All over the world, digital systems are in practice. So you can see that the whole communication system has changed to a great extent. But one thing has remained unchanged. This unchanged aspect is that of the office memorandum. Memorandum writing plays a role as an internal communication tool. It can be related to anything. This includes both insignificant as well as essential things. Many organisations use memorandum for planning different office-based tasks.
Purpose of Memorandum Writing
At the organisational level, memorandum writing provides employees with instructions. Also, it works as a reminder for official and unofficial events. When a company is supposed to take action, it uses a memo. The core purpose of a memo is to address many people at once. And another important use of memos is to keep a record of every primary and essential thing.
Now here is a question in this aspect. Why is memorandum writing still in high practice if everything else changed? The reason is the effectiveness of the memo. It is a brief and well-organised piece of writing. In the memo, you will not find any unnecessary information. This is because it focuses on core information that is understandable for all. In memorandum writing, it’s better to go for an informal writing tone. And another important aspect of the memo is that you need to double-check it before sharing it. This double-check is to see if there is any confidential information.
Parts of Memorandum Writing
According to top writers of an assignment writing service, memorandum writing can be divided into five parts which are as follows;
- Heading
- Context part.
- Explanation of the main task.
- Support for your claims.
- Conclusion
Let’s discuss what should be there within each part of the memo;
1. Heading
In the heading part, you need to add the date. After that, add the details of the sender and receiver. Here it is required to add the job of the sender and receiver along with their names. And lastly, you’ll have to add the subject of writing. That is all about the heading section of memorandum writing. Without adding the heading part, you cannot proceed further. There can be some changes within the heading amount from organisation to organisation. For example, some organisations mention if the order is urgent or not in their memo. If critical is written on the memo, it shows the high priority of that task. In the same part of that memo, you have to add an overview of the task. After reading this brief overview, the reader gets the core concept of the memo.
2. Context Part
In the contextual part, you have to add the background information. In any type of writing, background information is essential to ensure. It is unprofessional to suppose that your audience already has background information. You cannot assume this at all. No matter your topic of discussion, you have to add its background information. So that a majority of the audience can understand it. Otherwise, your writing will lead them to confusion.
As you know, memorandum writing should be concise, but it does not mean skipping essential parts. Even if one part is missing, you will not end up with a good piece of writing. This background information can be of two to three lines. But it should not be skipped at all.
3. Explanation of Main Task
This one is the core part of memorandum writing. In this aspect, you have to add your findings. Keep in mind that the main task is related to the present condition or the future. In the current situation, you have to explain the study’s conclusion. On the other hand, if your task is linked with future research, you need to add your goals and how to achieve them. This is because it covers brief information related to the procedure.
4. Support For Your Claims
You may have to add some statistical data to the memo. This data works as a support for your claims. It is not necessary to add stats in all the memos. But the use of stats depends on the topic and detail of the discussion.
5. Conclusion
The conclusion of memorandum writing must be welcoming for questions. Also, it must include end results. After reading the conclusion, the reader must get a solution to the designed problem. And suggestions in the form of future recommendations should be engaging as well. You can also add curious results that force the reader to connect with you.
Types of Memorandum Writing
1. Request Type Memo
The purpose of this memo type is to convince someone. Here you are supposed to state the purpose and then justify it. You need to add financial factors and essential recommendations in the justification aspect. It is better to be formal in this type of memo.
2. Confirmation Type Memo
In this type of memorandum writing, you need to write all the verbal agreements. First of all, you should highlight the deal. Secondly, you should add demands related to your project. These demands will be from the higher authorities. According to these demands, you have to set targets as well. And lastly, you’re supposed to ask in case there’s any confusion in the minds of a reader.
3. Suggestive Type Memo
Whenever you’re asked to provide a solution for some problem, the type of memo changes to a suggestive memo. For this type of memo, employees with creative thinking are preferred. Employees can discuss the issues with each other in this domain. Also, discussion with higher authorities is expected. This is because having such conversations makes it easy to end up with the best solution. With discussion, you get a chance to think out of the box.
For suggestive memorandum writing, two aspects are fundamental. The first aspect is to remain positive. The second most important factor here is clearly mentioning all recommendations based on some logic.
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