Memos, Circulars and Notices – Handout/Notes
1.1Introduction
Written communication within the organization is important, especially when things have to be kept on permanent record, information has to be announced and instructions have to be given to subordinates by superiors. In this handout, we will discuss some of the written communication media, including memos, circulars and notices, which are used to communicate with employees within an organization. We shall define the specific purpose of each of these media, and offer guidelines for writing them, along with the appropriate formats to be used.
1.2What is a Memo?
The word “memo” is a short form for “memorandum”, which is derived from the Latin word which means “a thing which must be remembered.” It is also referred to as an “inter office memorandum”, since it is used primarily as a tool for communicating within the organization. The memo is essentially a condensed or a brief report, that can be used to convey information and decisions, or to make short requests to co-workers, superiors and subordinates. It is relatively informal in style, compared to letters and long reports, and is unpretentious and concise.
It is important for the business executive to know how to write condensed reports or memos. Often, business executives may also be asked to condense business articles for their superiors. This is essentially the same as “précis writing”, where an article is condensed to one fourth its size, without losing the essence or meaning. The condensed article could then be put in memo format and sent to the superior.
Given its importance, we shall briefly discuss how to write a “précis”.
1.2.1 Principles of Precis Writing
As mentioned, précis writing is regularly done by many assistants of top executives, to help them in keeping up with their business reading. There are three main principles of précis writing, which may be referred to as the three “C” s of précis writing. They are –
1. Condensation – This means that the précis should be a brief, shortened version of the original article. In general, the précis should be one fourth the length of the original.
2. Comprehension – While it is important to reduce the article to one fourth its size, the article should not lose its meaning in the process of doing this. It should be as easy to understand the condensed article as it is to understand the original article.
3. Coverage – In the process of condensing the article, all the main points or ideas in the original article should be retained and adequately covered, so that the shortened article comes across as complete.
Precis writing requires a lot of skill and is not just about chopping sentences and words to reduce the length alone. All the three “C’s” are equally important for a précis to be meaningful and readable. A perfectly condensed article is of no value, if it cannot be understood. Similarly, an article which is perfectly understood but which omits some key ideas is not of much use, since it does not reflect the original.
A writer needs to look for the following, in order to fulfil the three C’s of précis writing –
· Main Theme – What is the article about? This is usually indicated in the caption itself, e.g., “The Future of the Indian Auto Industry.” If not, it is important to read the article fully and grasp the main theme.
· Components – These are the main ideas, or the ideas used to support the main theme. For example, the fact that the growth of light commercial vehicles is a trend which is likely to continue in the future may be considered as one of the components or main ideas, since it will have a bearing on the future of the auto industry.
· Elements – These are the key words that are used to express the main ideas. For example, “the number of light commercial vehicles has increased fourfold in urban and suburban areas this year, compared to the last year.” The words in bold are the key words.
Self Assessment Question
Are the following statements true or false?
1. A memo is used only for upward communication.
2. One of the three “C’s” of précis writing is “Components.”
3. Unlike a regular report, the memo is brief and informal.
1.2.2 Components and Format of a Memo
As shown in the example above, a memo is a brief, one page or maximum two page report, and includes the following components –
1. Header – This compact block of information which appears at the top of the memo includes the “To, From, Date and Subject” headings, which is similar to the title page of a longer, more formal report.
The “To” heading should mention the name of the receiver or the primary target audience. In the above example, this is the Marketing VP. The “From” heading should include the name of the sender or writer of the memo
(Marketing Executive). The “Subject” line should include the specific purpose of the memo (the title of the précis in the above example). This helps the writer in the development of the message and lets the reader know what the memo is all about.
2. Body – This is the text of the memo which contains the details and major topics. Unlike as in letters, the memo need not have a formal salutation (Dear …). Unlike a formal report which has to be completely objective, personal pronouns such as “I” and “you” are acceptable in a memo, as in the opening sentence of the memo shown above. This is because a memo is purely for internal use in the organization.
3. Close/Action – Unlike formal letters, memos need not include a formal close (e.g. Sincerely…) and a signature line. However, unless the purpose of the memo is just to inform, there should be a clear call for action. For example, “I request you to review my proposal and to grant approval.”
4.c.c. – This is an abbreviation for “Carbon Copy”. Sometimes a copy of the memo may go to another person(s). This is indicated by c.c., followed by the name(s) of the person(s).
A memo may follow one of two types of formats, depending on its nature and purpose – a) The direct organizational plan or deductive organization and b) The indirect organizational plan or inductive organization.
a) Direct Organizational Plan – This format is used when a memo is purely informational, as in the example shown above. Since the purpose is only to convey information, the purpose is mentioned right at the outset and all the details are presented right away. It is also used sometimes when the purpose of the memo is to persuade. This is appropriate when you are sure that your proposal or request will be accepted without any resistance. In this case, the writer will make the request right at the beginning and then list out the reasons.
b) Indirect Organizational Plan or Inductive Organization – This type of memo format is appropriate when the purpose of the memo is to persuade, but when the writer feels that the reader might object to the request or the proposal. Therefore, the writer will try to convince the reader by presenting the reasons first and then make the request or recommendation right at the end.
1.2.3 Language and Writing Style of a Memo
Since a memo is a short, informal report, the following points have to be remembered regarding the language and style that is used-
· Be concise – It is important to be brief and to the point, so that the memo does not exceed two pages in length. Make the sentences and paragraphs short, limit each paragraph to five lines or less and use bullet points wherever possible. If you are giving reasons, number them, or put them in separate paragraphs with double line spacing. Otherwise use single line spacing between lines.
· Use active not passive voice – As mentioned earlier, use of personal pronouns and active voice is permitted in a memo, unlike a formal report where the passive voice should be used for the sake of objectivity. In other words, it is appropriate to say for example that “Based on my experience, I feel that the budget is not adequate.”
· Use simple language – In an earlier unit, the importance of using simple English was emphasized.Use short, uncomplicated words and avoids trying to impress by using unnecessary jargon and technical terms.
· Avoid giving too many reasons – Although it is important to provide a justification when you make a request, or try to persuade someone to do something, do not overdo it. In general, a reader can only absorb a maximum of six or seven reasons at once. Therefore, do not overstate your reasons.
· Close with a call for action – Do not leave the reader hanging. If you wish to persuade him to accept your request or recommendation, you must say so clearly, using action words and indicating a time frame or limit. For example, “I would like to discuss this in person with you and get your approval before the end of this week.”
Self Assessment Question
4. Match the Following
i) Passive voice a. Main message
ii) Direct organizational plan b. Reasons first
iii) Persuasive memo c. Regular reports
iv) Indirect organizational plan d. Informational memo
v) Subject Line e. Call for action
1.3 Circulars and Notices
Like memos, circulars and notices are also written forms of communication within the organization. The difference between a circular and a notice is that circulars are announcements that are distributed to small or selective groups of people within the organization, whereas notices are meant for a larger group of people.
Example – If a manager wants to call a meeting of heads of departments, he will pass around a circular only to the heads, requesting them to attend that meeting.
On the other hand, notices generally contain information or announcements that are meant for all the employees of an organization.
Example – A list of declared holidays for a calendar year is a notice, since the information is relevant to all employees.
A notice is therefore a legal document that has to be put up on an official notice or bulletin board.
Let us examine another example of a circular and a notice.
Imagine that you are the President of the Student Committee in a management college and wish to hold a meeting to plan for the Annual Management Fest of the college. You will have to send some information to those whom you want to involve in organizing the Fest. You may not want all the students to be involved initially, since it may take a lot of time and there may be too many suggestions. Instead, you may choose to invite only the committee members to discuss details such as the date, venue, duration, how to get sponsors and so on. For this purpose, you may send a circular only to the student committee members, requesting them to attend the meeting.
During the meeting, the date and venue may be finalized and various smaller committees may be formed, such as a reception committee, stage committee and so on. You may also decide to get each student to contribute a nominal amount for the Fest. In order to announce these details and to ask for student contributions, you may then put up a notice on the official college notice board, which all students can see and respond to.
Note that a circular, like a memo is brief and to the point. It has a caption that indicates the message to be conveyed, like a memo, there is no formal salutation or close.
Sometimes, under special circumstances, notices may also be sent to individual employees. An example of this type of notice is the “Show Cause Notice”, which is sent when an employee is found to be guilty of major misconduct. The notice mentions the allegations against the employee and asks for a written explanation within a specified time, failing which the action that would be taken against him/her (e.g., being suspended from the job) is stated.
Notices are read by a large number of people and can also be used as evidence in court cases. Therefore, care must be taken when writing them. They have to be worded very precisely and clearly, to make sure that there is no ambiguity. They should also be brief and to the point. The tone should be firm, but not offensive and arrogant. Depending on the type of notice, the duration of display of a notice is specified under various legal provisions.
Self Assessment Question
Fill in the Blanks
5. A ______is a type of legal document.
6. A common purpose of notices and circulars is to ______, rather than ______.
7. A ______notice is an example of a notice sent to individual employees.
1.4 Summary
This handout deals with the different written media used in internal business communication, namely, memos, circulars and notices. A memo, which is a short form for “memorandum”, is also referred to as an “inter office memo”, since its purpose is to communicate to peers, superiors and subordinates within the organization. A memo is a condensed form of a report and can be used to pass on information, give instructions and make decisions. Writing a memo is similar to précis writing, or condensing an article to one fourth its length.
The principles of précis writing also apply to memo writing. These principles are referred to as the three “C’s”, namely -
- Condensation or reduction of the original article.
- Comprehension or retention of the essence of the original article
- Coverage or inclusion of all the main ideas.
A précis may be written in a memo format. Business executives often summarize business articles and send them in memo format to their superiors, to help them to keep up with their business reading.
A memo should be a maximum of two pages in length and include the following standard components –
- Header with “To, From, Date and Subject” lines
- Body with main points
- A call for action, in the case of a persuasive memo.
Memos are generally of two types – informational memos and persuasive memos. A memo may be written in one of two formats – 1) Direct organizational plan or deductive organization and 2) Indirect organizational plan or inductive organization.
A memo whose main purpose is to inform, is written following the direct organizational plan. Sometimes, a persuasive memo is also written in this format, when the writer is confident that his request will be granted. On the other hand, a persuasive memo where the writer feels that his request may not be accepted easily, should be written following the indirect organizational plan. In this case, the reasons or justification for the request are stated first, followed by the actual request.
Circulars are sent to small or selective groups within the organization. They are written in the same way as memos and must be brief and to the point. Notices are displayed on official notice boards and are meant for larger groups, usually all employees of the organization. Occasionally, notices may be sent to individual employees in the form of “Show Cause Notices”, asking for an explanation for misconduct and mentioning the action that could be taken.
1.5 Terminal Questions
1. What are the essential differences between memos, circulars and notices, in terms of purpose, audience, format and writing style?
2. As a management trainee, you have conducted an employee satisfaction survey. Write a persuasive memo to your boss, requesting him/her to accept your suggestions based on the findings of the survey.
3. Prepare a brief notice to be put up on official notice boards, informing employees of your organization about a newly introduced, official bus service.
1.6 Answers
Answers to Self Assessment Questions
1. F
2. F
3. T
4. i) c, ii) d, iii) e, iv) b, v) a
5. Notice
6. Inform; persuade
7. Show cause
Answers to Terminal Questions
1. Refer 1.2., 1.3
2. Refer 1.2.2
3. Refer 1.3