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Questions and Answers
What distinguishes formal memorandums from informal ones in terms of language use?
What distinguishes formal memorandums from informal ones in terms of language use?
Which of the following elements is NOT typically found in the structure of a formal memorandum?
Which of the following elements is NOT typically found in the structure of a formal memorandum?
Which of the following best describes the purpose of the specific headings in a memorandum?
Which of the following best describes the purpose of the specific headings in a memorandum?
How does the structure of informal memorandums differ from that of formal memorandums?
How does the structure of informal memorandums differ from that of formal memorandums?
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What is a common practice for recipient analysis when writing a memorandum?
What is a common practice for recipient analysis when writing a memorandum?
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What are the primary types of memorandums identified?
What are the primary types of memorandums identified?
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What structure is typically NOT followed by informal memoranda?
What structure is typically NOT followed by informal memoranda?
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Which characteristic is typical of the language used in informal memoranda?
Which characteristic is typical of the language used in informal memoranda?
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In what situation would a formal letter be preferred over a memorandum?
In what situation would a formal letter be preferred over a memorandum?
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What is a common feature of the recipient analysis in memorandum writing?
What is a common feature of the recipient analysis in memorandum writing?
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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
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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.
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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.
