Understanding Memorandums in Communication

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?

They are considered insignificant short messages Signup and view all the answers

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

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

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

Day-to-day activities with fully presented subjects Signup and view all the answers

What differentiates a formal memorandum from other types of memorandums?

It focuses on policies rather than daily operations Signup and view all the answers

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

Three-part structure Signup and view all the answers

What distinguishes a memorandum from a formal letter?

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

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

Informal Memorandum Signup and view all the answers

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

A resignation notice. Signup and view all the answers

In what context are memorandums typically used within an organization?

For informal communication among employees. Signup and view all the answers

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

They strictly adhere to organizational templates. Signup and view all the answers

What is one common characteristic of memorandums?

They can include a wide range of formality. Signup and view all the answers

What type of language is typically used in informal memoranda?

Casual and conversational language. Signup and view all the answers

What is the primary purpose of a policy memorandum?

To communicate organizational rules and procedures. Signup and view all the answers

What is the typical structure of a formal memorandum?

Introduction, body, and conclusion Signup and view all the answers

What is the primary purpose of a policy memorandum?

To announce a new organizational policy or practice Signup and view all the answers

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

It is formal and impersonal Signup and view all the answers

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

To identify the nature of the correspondence Signup and view all the answers

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

Subject or focus of the communication Signup and view all the answers

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

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

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

To make the language more formal and impersonal Signup and view all the answers

What is the typical recipient of a policy memorandum?

Communal recipients such as All Employees or All Managers 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.

Studying That Suits You

Use AI to generate personalized quizzes and flashcards to suit your learning preferences.

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.