Understanding Memorandums in Communication
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Questions and Answers

What is the main purpose of a formal or policy memorandum?

  • To provide general policies and directives (correct)
  • To convey day-to-day activities of the organization
  • To serve as a record of informal communication
  • To communicate informal directives

    • Which characteristic distinguishes a semi-formal memorandum from an informal one?

  • It uses colloquial language exclusively
  • It follows a three-part structure (correct)
  • It is not filed
  • It is primarily concerned with personal messages

    • Which type of language is typically used in informal memoranda?

  • Specialized vocabulary
  • Simple everyday vocabulary
  • Colloquial language with contracted forms (correct)
  • Technical jargon related to the organization

    • Why are informal memoranda generally not recorded by officers?

    <p>They are considered insignificant short messages</p> Signup and view all the answers

    What is a key difference regarding filing between semi-formal and informal memoranda?

    <p>Semi-formal memoranda are filed, while informal ones are not</p> Signup and view all the answers

    What kind of subjects does a semi-formal memorandum typically address?

    <p>Day-to-day activities with fully presented subjects</p> Signup and view all the answers

    What differentiates a formal memorandum from other types of memorandums?

    <p>It focuses on policies rather than daily operations</p> Signup and view all the answers

    What type of language structure is NOT typically found in informal memoranda?

    <p>Three-part structure</p> Signup and view all the answers

    What distinguishes a memorandum from a formal letter?

    <p>Memorandums are less formal and exhibit a wider range of formality.</p> Signup and view all the answers

    Which type of memorandum is characterized by being handwritten and conversational?

    <p>Informal Memorandum</p> Signup and view all the answers

    Which of the following scenarios should be communicated through a formal letter rather than a memorandum?

    <p>A resignation notice.</p> Signup and view all the answers

    In what context are memorandums typically used within an organization?

    <p>For informal communication among employees.</p> Signup and view all the answers

    What is a key feature of formal memorandums compared to semi-formal and informal ones?

    <p>They strictly adhere to organizational templates.</p> Signup and view all the answers

    What is one common characteristic of memorandums?

    <p>They can include a wide range of formality.</p> Signup and view all the answers

    What type of language is typically used in informal memoranda?

    <p>Casual and conversational language.</p> Signup and view all the answers

    What is the primary purpose of a policy memorandum?

    <p>To communicate organizational rules and procedures.</p> Signup and view all the answers

    What is the typical structure of a formal memorandum?

    <p>Introduction, body, and conclusion</p> Signup and view all the answers

    What is the primary purpose of a policy memorandum?

    <p>To announce a new organizational policy or practice</p> Signup and view all the answers

    What is a characteristic of the language used in formal memorandums?

    <p>It is formal and impersonal</p> Signup and view all the answers

    What is the purpose of the corresponding heading on a memo pad?

    <p>To identify the nature of the correspondence</p> Signup and view all the answers

    What is an example of a specific heading on a memo pad?

    <p>Subject or focus of the communication</p> Signup and view all the answers

    Why is it important to avoid colloquial language in formal memos?

    <p>Because it is too informal and may be perceived as unprofessional</p> Signup and view all the answers

    What is the purpose of using passives and genitives in formal memorandums?

    <p>To make the language more formal and impersonal</p> Signup and view all the answers

    What is the typical recipient of a policy memorandum?

    <p>Communal recipients such as All Employees or All Managers</p> Signup and view all the answers

    Study Notes

    General Overview of Memorandum

    • Memorandum serves as formal communication within organizations, addressing announcements, explanations, suggestions, or reactions.
    • Typically directed at communal recipients: "All Employees," "All Managers," or specific roles like "The Head" or "The Secretary."
    • The structure comprises three parts: introduction, body, and conclusion.

    Language and Style

    • Formal memorandums utilize an impersonal style, avoiding colloquial language, contracted forms, and abbreviations.
    • Passive voice and genitive constructions enhance the impersonal tone.

    Types of Memorandum

    • Informal Memorandum:

      • Operates between equals or between officers and subordinates.
      • Does not follow the three-part structure; often short and conversational, lacking formal records.
      • Language is colloquial with contracted forms and abbreviations.

    • Semi-formal Memorandum:

      • Communication between equals or between administrators and subordinates with less distance in rank.
      • Contains well-presented topics, follows the three-part structure, and utilizes everyday vocabulary with minimal jargon.

    • Formal or Policy Memorandum:

      • Similar to a formal letter, addressing general policies and directives rather than day-to-day activities.
      • Considered more formal than other types of memorandums, exhibiting a notable distance between communicators.

    Structure of Memorandum

    • Corresponding Heading:

      • Appears at the top; identifies the correspondence type (e.g., "Memorandum" or "Office Memo").

    • Specific Headings:

      • Follow the corresponding heading; indicate recipients and subject matter.

    Distinctions from Formal Letters

    • Memorandums allow for varying degrees of formality (formal, informal, semi-formal) compared to formal letters, which maintain a consistent level of distance in communication.
    • Formal letters address personal matters like promotions and resignations, while memorandums focus on organizational communication.

    Key Features

    • Informal memoranda consist of handwritten messages typically ranging from one to six lines.
    • Memorandum style is essential for accurate information dissemination within an organization, influencing workplace dynamics and communication effectiveness.

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    Related Documents

    ENGL 158 - Memorandum.pptx

    Description

    This quiz explores the different types and structures of memorandums used in organizational communication. It covers formal, informal, and semi-formal memorandums, alongside their unique characteristics and styles. Test your knowledge on the formalities and functions of memorandums in a work environment.

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