Memos are used to communicate information about an organization’s day-to-day operations. It typically contains orders, instructions, policies, and procedures, among other things. From the top to the bottom of the organization. It is also used to communicate suggestions and requests from lower to higher levels. It has been stated that the purpose of the memo/functions of the memo is to assist everyone in becoming more organized. Every day, employees and managers write millions of memos in the workplace. Only if each of these memos is well written will the goal of a better organization be met.
Memos are a type of communication with other people in your organization. Memos, also known as internal letters or inter-office correspondence, are used to convey information, make requests, respond to them, and present informal reports.
Functions of memo –
Functions of the memo can be explained in terms of the following points:
(1) Providing information
Memos are written documents that are used to convey information. This information may pertain to a new policy, an explanation of an existing policy, or a revision to an existing policy or procedure for implementing any policy. Memos are used to communicate information to various internal parties within an organization. This information could be a new policy, a new decision, a revision of an existing program, the appointment of new managers, or the announcement of special events such as a picnic or excursion schedule, among other things.
Memos can convey information such as changes in supervisory positions, special events within organizations, the annual picnic, or any schedule.
ABC Commerce Ltd.
To: All Employees
From: Name and designation
Date: DD/MM/YY
Subject: Annual Employees Picnic.
This year’s annual picnic will be held on (Date), at the (Placename) from (Time). Please plan to attend and you are welcome to bring your families.
Make your reservations with (Person name) in Personnel Department before noon, (date)
See you there.
(2) Make requests
Memos are used to make requests to internal parties. When more information is needed, we can use the memo to request it, for example, to have a specific person attend a meeting, or to take immediate action, or any other matter requests are usually made in memo form. Memos allow the appropriate authority to request that someone attend a meeting in order to provide information or perform a function.
(3) Provider response
Memo is also used to respond to any memo-made request. The memo usually responds to requests made by the memo. A memo can be used to respond to questions such as whether to attend a meeting or explain why you won’t be able to attend, whether to accept or decline an invitation, and whether to represent the organization at any outside meeting or other activity. Memo conveys the requested information, as well as one’s intention to attend a meeting or participate in a program.
ABC Commerce Ltd.
To: (Name)
From: (Name); Manager, Data Processing
Date: DD/MM/YY
Subject: Department Heads Meeting. (Date and Time)
I am committed to making a presentation at the national conference of the Data Processing Managers Association on (date). Please plan to represent the Data Processing Department at the department heads meeting on (date), at (Time). in the sixth-floor conference room.
I will look forward to your report about the meeting when I return on (date).
(4) Present informal report
Memos are useful for presenting informal reports. Informal reports are written in memo format to present facts and recommendations to managers to help them make decisions. This type of memo is typically written by subordinates. Managers frequently use informal reports for planning, organizing, motivating, and controlling. Take a look at the informal report example. Such reports can be presented in the form of a memo that includes information about managerial decisions as well as a recommendation for a solution to a problem under investigation.
