7. Memoranda and Notices.

7. Memoranda and Notices.

In order to avoid misunderstandings, office workers routinely use the memorandum, or
memo. The memo acts as a record that can be filed and referred to later, if necessary.
When identical information must be transmitted to several individuals, the memo is an
essential tool. In addition, a memo can be used to confirm assignments, fix responsibility,
and document decisions or minutes of meetings.
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Memo Format: The memo provides the busy executive with information quickly and
concisely. For easy use, memos have taken on an almost universal form:
1. Memos are usually written on full-page or half-page paper.
2. At the top, memos have a four-item heading:
To:
From:
Date:
Subject:
3. The subject line tells the reader exactly what the memo is about, eliminating the
need for an introductory paragraph. This line should be clear and specific.
4. The information in the memo should be clear and concise. Tables and headings
should be used whenever possible so the reader will note important information
immediately.
Memos are a record. Memos should be planned as carefully as a lengthy research
project. Although memos are usually brief, they make up a significant part of records in
company files.
Another medium used to communicate with large numbers of people within an
organization is the notice. The channel of communication is then the notice board on
which it is posted, the journal or newsletter in which it is displayed, etc. Notices serve the
purpose of bringing a matter to people‟s attention. They are used for
 Effective impact in the presentation of a message (visually and intellectually)
 Longer-term display of the message, as a continual reminder and record
 Instruction, education, reminding or persuasion.
The format of a notice is extremely flexible. Their design should be easily seen, quickly
grasped and attractive. Notices should
 Stimulate immediate interest
 Be easy to read and comprehend
 Encourage the appropriate reaction on the part of the reader
 Stick in his/her mind