A memorandum, more generally referred to as a memo, is a brief note or record used in an organization for internal correspondence. Formerly the key type of internal written communication, with the advent of email and other types of electronic communications, memorandums have decreased in use; but being able to write concise memos will definitely serve you well in writing internal business emails, as they also serve the same function.
Memos' Purpose
Memos may be used to easily convey something brief but meaningful with a broad audience, such as procedural changes, price adjustments, policy additions, meeting times, team reminders, or terms of agreement summaries.
Why is it important not to mix opinion and facts in a memo report?
Opinion is A message reflecting a confidence in something; the manifestation of a belief kept with trust but not supported by positive knowledge or evidence. While Fact is A piece of data on conditions that exist or incidents that have occurred.
Memorandum Report is a brief, informal records are memorandums used to build a record. By forwarding the message from one or more writers to one or more recipients, they generalize the contact process.
The opinion and a fact are not allowed to put together in a business memo because memorandum serves as the communication in internal business where in all the important and legal details are written all together. Also, the memorandum is one of the evidences about the changes happen in the business. It can be a solution in a problem, that is why writing a memo report needs to have a factual information. Because it is very important and useful for the future of the business. And it needs to be factual to maintain the essence of the memorandum.
Why do you think graphics, such as bullets and charts, make a report easy to read?
A graphic is an illustration of an entity or its visual representation. Computer graphics are, therefore, essentially images that are seen on a computer screen. Graphics are frequently contrasted with text, which consists of characters rather than pictures, such as numbers and letters. Graphs are a common way to explain relationships in the data visually. The aim of a graph is to show information that is too numerous or complex to be adequately represented in the text and in less space. However, do not use graphs for tiny quantities of data that could be succinctly expressed in a sentence.
Graphs makes a report easier to understand because it can easily show the result of the gathered data or the situation. Through simple lines and shades we can understand the message. And people are more familiar in a symbol or variables that has been use in a graph than the words use in the text. And businessman don’t spend lot of time in reading a lot of written reports they choose the report that is written through the graphs for them to save time and they can easily recognize where they have to focus to maintain the sales they have.
How would you determine whether you have included too much information in a memo report?
An effective memo organizes the details to be communicated both for the comfort and ease of comprehension of the reader and in the most productive way to accomplish the objective of the writer.
When writing a memo, you must focus on your goal why you write the memo. You must write it direct to the point, don’t put unnecessarily words for you to avoid being misunderstand by the receiver of the memo report. Make it clear and concise for the receiver to easily understand what you want them to understand. If you think that the words you use leads your message far from the goal delete it and think for the better and right words. And don’t make a memorandum report for 2 or more information or data. Because a memorandum was written with one particular information and one purpose.
Why is it important for a company to keep records of messages, memos, reports and other office documents?
It is necessary for the company to keep all the records of messages, memos, report and other office documents because it serves as the evidence or back up to the whole transactions or activities happened inside the company. Because part of the legalization of the company is to comply all the needed documents and they are always being inspected by the authorities. If the company fail to provide the needed documents or the needed evidences it may lead to shutting down the whole business and not to be able to run again.
Those records and documents can help the company to improve and grow because through those records you can study and recall all the past strategies that helps the company to grow and through that record you can also see the failed strategies that the business will surely erase in the listed strategies.
You will help your employee grow, learn and improve by storing data and making it accessible to your employees. Simply encouraging the workers by placing crucial data in the palm of their hands will also help them easily and reliably make decisions in the field without having to call the office.
