Memoranda
- A Memorandum, commonly abbreviated as Memo,
has the plural forms memorandums or memoranda. The plural of
memo is memos.
- It is a written message or piece of information
sent from one person or department to another within the same organization
or business.
- A memo is used to communicate plans, schedules,
inquiries, information, suggestions, and instructions, etc.
- It shares some features of official letters but
is generally shorter and more direct.
- It is a convenient means of internal communication.
- It also helps in maintaining written records
within an organization.
Important
Points for Writing a Memorandum
While writing a memo, keep the
following points in mind:
- A memo has two parts – the heading and
the message.
- State the subject clearly and precisely.
- Get to the main message directly.
- A memo does not require a salutation like “Dear”
etc.
- You can use first-person pronouns (I, We, etc.).
- Keep sentences short and simple.
- Prefer direct statements and personal
pronouns when necessary.
- Break up your message
into points or short paragraphs.
- Be brief and to the point,
as the reader may be busy and not have time for a long message.
- End the memo with suggestions or concluding remarks
if needed.
- You may put your initials beside your name.
- Do not include confidential information.
- Provide only relevant and necessary information.
Exercise
Q A. You are
the Administrative Officer in a hospital. Write a memo for the department staff
giving them the schedule and duties for the annual stocktaking. Mention that
participation is compulsory, and no one will be excused except under
exceptional circumstances.
Subject:
Annual Stocktaking Schedule and Duties
To:
All GMC Anantnag Staff
Dear Staff,
As we approach our annual
stocktaking, I would like to inform you about the schedule and assigned
duties. The stocktaking process is crucial for ensuring the accuracy of our
inventory records.
Schedule:
- Date:
12/09/2022
- Time: 9:00
a.m. to 11:00 a.m.
- Location: Office
of GMC Anantnag
Please review the inventory list
provided and ensure familiarity with the items in your designated area. Work in
collaboration with your team members to conduct a thorough count and
verification of all items. Report any discrepancies or issues immediately
to the designated supervisor.
It is mandatory for all staff
members to participate in the stocktaking. Attendance is compulsory,
and exemptions will be granted only under truly exceptional circumstances.
If you foresee any issues regarding your participation, please contact me as
soon as possible.
Your cooperation is essential for
the success of this process. Thank you for your attention and commitment.
Best regards,
Mohd. Saleem
Administrative Officer
GMC Anantnag
Q B. As a
State Football Team Coach, write a memo to the players informing them of the
venue and dates of a forthcoming training camp. Ask the players to collect
their gear and tickets from you and report to the team manager at the venue by
the afternoon before the training begins.
Subject:
Training Camp Details and Preparation
To:
All Players, State Football Team
Dear Team,
As we prepare for our upcoming training
camp, please take note of the following important details.
Training Camp Details:
- Venue:
Greenfield Sports Complex
- Dates:
01/06/2022 to 30/06/2022
Preparation:
Please collect your gear and tickets from me before the camp begins. I
will be available during our regular practice hours.
Reporting Time:
All players must report to the Team Manager at the camp venue by the afternoon
of the day before the training program begins. This will give us sufficient
time to settle in and prepare effectively.
Your dedication and teamwork are key
to our success. Let’s use this opportunity to improve our skills and strengthen
our team spirit.
Looking forward to a productive and
successful training camp.
Best regards,
Mohd. Saleem
State Football Team Coach
Q C. You are
the Purchase Officer of a company. Your Managing Director has asked you to invite
quotations for 12 iMac computers. Write a memo informing him that you have done
it and mention when you expect to receive the quotations.
Subject:
Request for Quotations – Purchase of 12 iMac Computers
To:
Managing Director
Dear Sir,
As per your instructions, I have initiated
the process of inviting quotations for the purchase of 12 iMac computers
for our company.
I have contacted several reputable
suppliers and requested detailed quotations. We expect to receive their
responses within the next 7 to 10 business days.
Once all quotations are received, I
will carefully evaluate each proposal to ensure we secure the best
value for our investment. After the evaluation, I will present a comprehensive
summary for your review and approval.
Please let me know if there are any
specific preferences or criteria you would like me to consider during the
evaluation process.
Thank you for entrusting me with
this responsibility. I will keep you updated on the progress.
Best regards,
Mohd. Saleem
Purchase Officer
Q D. You
have just returned from a training programme. Write a memo to your Personnel
Manager explaining how you benefited from it and how it will help the
organisation.
Subject:
Training Programme Debrief
To:
Personnel Manager
Dear Madam,
I would like to share a brief
summary of the training programme I recently attended and explain how it
will benefit both my personal development and our organisation.
The training covered several important
professional topics and included interactive workshops and discussion
sessions with industry experts. I gained valuable insights into modern
techniques, efficient workflow management, and communication
strategies that can enhance our team’s overall performance.
I believe the knowledge acquired
will help improve process efficiency, team coordination, and productivity
within our department. I am eager to implement these strategies for the
betterment of our organisation.
Thank you for the opportunity to
attend this valuable programme. I look forward to discussing possible
applications of these new ideas within our workplace.
Best regards,
Mohd. Saleem
Phone: 1234567
Email: xyz@1234
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