Memo & Circular

meaning, features functions , types and performa of MEMO and circular(part of inside the organisation communication)

1. INSIDE THE ORGANIZATION-
(COMMUNICATION MEDIUM)
•PRESENTED BY:-
Dr. Jyoti Khare
Associate Professor
Govt. P. G. College
Maldevta, Raipur
Dehradun

2. MEMO(Memorandum)
•as a reminder
•highlight an event or circumstance
•an incredibly versatile form of communication,
•often used in business settings.
•Memosanswer questions and give information.
•are typically used for fairly short messages of one page or less, but
•informal reports of several pages may also employmemoformat.
SO…..
Amemois defined by Merriam-Webster as a "brief written message or report from one
person or department in a company or organization to another."

3. PURPOSE
•to recount an event
•keep an official record of anything
•to pass information or instructions
•Brings attention to problems
•Solve problems.
•Informing the reader about new information like policy changes, price increases,
•Persuading the reader to take an action, such as attend a meeting, or change a current
production procedure.

4. TYPES OF MEMOS
•DIRECTIVEMEMOS--where instructions are given.
•STATUS OR PROGRESS REPORTMEMOS---where you report on the status or progress
of some project or event.
•FIELD OR TRIP REPORTMEMOS---where you document key information about events
that occurred in the field or during a trip.
•RESPONSE MEMO–written in response to any inquiry

5. Steps of writing a memo.
•Heading:Afterthenameandaddressofthecompany(whichisontheletterhead)we
typetheword“Memo’or‘Memorandum’atthetopofthepageinthecenter.
•Recipient:Addresstherecipientsinthecorrectformat,Example-‘To:AllEmployees
oftheSaleDivision’
•Writer:Writethenameofthepersonwritingthememo,Example–‘From:Mr.ABC,
HeadofSales’
•AdditionalRecipients:Thesearethepeoplewhowillreceiveacourtesycopyofthe
memo.Wedon’taddressthememostothem,butwekeepthemintheloop.
•Date:Thedateofwritingthememosisanimportantdetailthatonemustinclude.
•SubjectLine:Thiswillgivethereaderabriefideaabouttheinformationinthe
memos.Thelinemustbebrief,preciseandtothepoint.Example–Subject:Meeting
ofallemployeesoftheSaleDivision.
•Thebodyofamemo:Thisiswherealltheinformationiscontained.Aformal
salutationisnotrequiredinamemo.Justrelaythenecessaryinformationwithclarity
andprecision.Thebodymustnotbetoolong.Theendingmustrestatetheissueand
endonapositivenote.
•Proofread:Finally,proofreadthememobeforesendingit.

6. FORMAT OF ‘MEMO’

7. TYPES OF MEMOS

8. CIRCULAR
LETTER

9. CIRCULAR LETTER
•one of the oldest types of letters. This kind of letter originated in ancient time
•used to circulate any special message to a huge member of audiences.
•kind of written announcement
•to convey any commercial or non-commercial message at minimum time, costs and
efforts.
•It is one of the cost-effective means of circulating information
•drafted in such a way that can attract readers’ attention and can serve its purpose.
•Used for introducing new products to mass people.
•circular letters are not only used in business, but also in social, political and personal
affairs.

10. Importance of Circular Letter
•Easy method of conveying information.
•Achieving economy:
•Saving time:
•Less effort:
•Creating market:
•Increasing consumer’s confidence:.
•Creating public consciousness:

11. Types of circular letter
twotypesin this regard:
•A Tradecircular letterwhich carries business-relative information. ...
•A Non-tradecircular letterwhich shares personal or social information.

12. Features of circular letter
•Attractiveness: Major goal of circular
letter is to obtain the attention of
people, thus it must be attractive
enough to draw the interest of mass.
•Courtesy
•Mutual interest
•Easy language
•Conciseness
•Explain interest/Benefit
•Specific purpose(s)
•Tone of confidence

13. •Attractiveness: Major goal ofcircularletter
•Courtesy
•Mutual interest
•Easy language
•Conciseness
•Explain interest/Benefit
•Specific purpose(s)
•Tone of confidence
Features of circular letter

14. Format of circular letter

15. Difference B/w circular & memo
CIRCULAR Memo
Circulars are intended for mass distributionmemos are intended for a select few
Circulars often bear general announcements and
have several subject
memos often bear a limited subject matter.
Circulars are less internal and exclusive in nature than
memos
memos are more internal and exclusive in nature than
circulars
Circulars are used as a legal document. Memos can also pertain to legal documents like the
MOA.

16. Thank you