Understanding Memorandums in Communication

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.

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.