Formal Memorandum Writing

Questions and Answers

What distinguishes formal memorandums from informal ones in terms of language use?

Use of abbreviations and contractions

Use of humorous language

Use of the first person perspective

Use of passive voice and genitives (correct)

Which of the following elements is NOT typically found in the structure of a formal memorandum?

To:

Thank you (correct)

Subject:

From:

Which of the following best describes the purpose of the specific headings in a memorandum?

To identify the people involved and the subject matter (correct)

To include personal opinions of the writer

To minimize the length of the memorandum

To make the memo visually appealing

How does the structure of informal memorandums differ from that of formal memorandums?

Informal memorandums lack specific headings. Signup and view all the answers

What is a common practice for recipient analysis when writing a memorandum?

Identifying the recipients clearly within specific headings Signup and view all the answers

What are the primary types of memorandums identified?

Informal, semi-formal, and formal Signup and view all the answers

What structure is typically NOT followed by informal memoranda?

Introduction, body, conclusion Signup and view all the answers

Which characteristic is typical of the language used in informal memoranda?

Colloquial with contractions Signup and view all the answers

In what situation would a formal letter be preferred over a memorandum?

To address individual promotions Signup and view all the answers

What is a common feature of the recipient analysis in memorandum writing?

It determines the level of formality required Signup and view all the answers

Study Notes

Language and Tone of Memorandums

Formal memorandums utilize impersonal language and construction.
Use of passive voice and genitives minimizes specific personal attribution.
Avoidance of colloquial language is crucial; this includes contracted forms and abbreviations.

Structure of a Memorandum

Corresponding Heading: Appears at the top, typically bold, indicating the correspondence type. Includes terms like "Memorandum," "Memo," or variations like "Interoffice Communication."
Specific Headings: These follow the main heading and specify sender, recipient, date, and subject. Essential for clear identification in communication.
Common elements include:
- From:
- To:
- Date:
- Subject:

Formal vs. Informal Memorandums

Memorandums are generally less formal than letters, with clear distinctions in purpose.
Formal letters address significant matters like promotions or resignations, rather than minor communications.

Types of Memorandums

Informal Memoranda:
- Hand-written messages meant for simple requests and directives.
- Length varies from one to six lines and lacks a structured format (introduction, body, conclusion).
- Primarily conversational and colloquial, often not recorded by officers.

Recipient's Address Section

Recipient's address conveys the institution's name and location; however, location is not always necessary in the main letter.
Direct Recipient: The intended recipient of the letter.
Copy Recipient (CC): Individuals who should be informed; indicated by "CC" at the end of the letter (e.g., Human Resource Manager).
Attention Recipient: Designated to carry out specific duties related to the letter, marked as "Attn" in the address.
Through Recipient: Serves as a transit for the letter, included within the recipient address.

Description

This quiz explores the structure and language of formal memoranda. It highlights the use of impersonal language, passive constructions, and the avoidance of colloquial expressions. Test your understanding of the key principles of formal memo writing.