One of the most important tools for internal communication is the memorandum. It is a general outline of an agreement in which two or more parties (typically organizations) express their intent in a negotiation. It is widely used for intra-organizational communication. It contains information on an organization’s routine activities and is used for a variety of purposes.
A memorandum is a note or record kept for future reference. It is critical for an organization to have an effective means of communication. It is a tool for interoffice communication. It serves several functions. A memorandum is a written message or information sent from one person or department in the same business to another. It is not as formal as a letter.
The functions of memorandum is discussed below from different perspectives –
- Presenting Informal Report
A memo is sometimes used to present an informal report to superiors. Informal reports are typically brief and informative, and are presented in the form of a memo. In most cases, decisions are made by the top executives. These are later distributed throughout the organizations. Memos are used to communicate decisions to the appropriate internal parties. Such memos present findings and recommendations, assisting managers in making sound decisions.
- Providing Suggestions and Instruction
Memorandums are extremely useful for conveying suggestions and instructions to subordinates. Superiors issue orders, instructions, advice, and other directives to their subordinates via memo. As a result, it is regarded as a means of conveying orders from superiors to subordinates. Managers and supervisors use it to provide valuable suggestions and instructions to their subordinates so that they can carry out their duties properly.
- Providing Response
Memos are also used to respond to any requests made by the same. Sometimes a superior requests that someone perform a specific task, and the response is also requested to be sent to the undersigned via the same channel.
- Seeking Explanation
Seeking Explanation An office memo is frequently used to request an explanation from a specific person on a specific issue. Managers require information in order to plan and make decisions. They typically write memos to the relevant internal parties in order to obtain the necessary information. There may be some misunderstanding or mishap between people in the organization, and superiors may want to know about it so that corrective action can be taken.
- Making Request
A memo can also be used to make requests to various parties within an organization. Organizational members should work together to complete their tasks. They can write a memo to each other in order to obtain such cooperation and assistance. It is frequently used by managers and subordinates to request that others attend a meeting, carry out a task, solicit a favor, or for some other reason.
- Conveying Information
Memorandums are commonly used to communicate information on various issues to those who work in an organization. By memorandum, any new policy, change in existing policy, decision, appointment of manager, clarification, modification, announcement, and so on are communicated to the appropriate parties. As a result, a memo serves the purpose of communicating information to people within an organization.
- Solving Problems
Memos can also be used to provide solutions to specific problems. Managers and supervisors may issue memos to provide necessary instructions to subordinates in order for them to perform their daily tasks more effectively.