Drafting Inter -office Memo
An interoffice memo or memorandum is a document in written form that is used as a communications tool between the employees and employer and can written by any of them. Interoffice memos are just like business letters but the difference is you can only use them in the office or the company while business letters are used to convey messages to people outside the business. Interoffice memo is usually used to make announcements, change in procedures, meeting schedules and other special events like training sessions and seminars etc.
The most important thing for writing an effective interoffice memo is the format of the memo. Usually, companies use their own templates for writing interoffice memos but in case your company is new and there is no template for a memo then a perfect and standard format of writing an interoffice memo is.
To: write the name and details of the recipient, if you are writing it to a group or team, then write the name of the leader, manager or supervisor of the team.
From: write complete details of the sender including name, designation, contact information etc.
Subject: In one or two lines, write the purpose of the memo or the title or issue about which you are going to discuss.
Body: finally, write in detail the entire issue, possible solutions, required actions and expected outcomes. Make sure the body of the memo is about one page because more than one page is a suitable option for writing reports. The body of the interoffice memo will also include an introductory paragraph, a closing paragraph and a positive ending note.
Here, you would request feedback and confirmation from the recipients, if applicable.
Aforementioned, you don’t need to use a formal signature in your memo. But you really should manually write in your initials next to your name in the heading line before you distribute, or some place visibly noticeable in your memo, usually at the end of the content.
Types of Memorandums
Most memorandums carry positive messages,routine information,but sometimes they can carry less routine information such as negative messages or messages of persuasion.
1. Routine Information,Good News Memorandums
Most memorandums fir into this category.Employees are, or should be,busy.Therefore,the message should be direct and clear.
2. Negative Memorandum
For negative message to others in your organization,try to use a touch of humour,if possible.This can give a lift to the reader and writer and can also help develop a positive attitude toward you personally.In case of really bad news,it is inadvisable to use humour.The closing of a business and the people loss of jobs are typical matters that do not invite humour.
3. Persuasive Request Memorandums
Sometimes it is helpful or even necessary to send memorandums that attempt to sell others on a certain plan or idea. These memorandums,could be classified as persuasive requests.This type of message can usually be most effective following this pattern,Highlighting the advantages to the firm or individual for whom it is written.Next would be the interest i.e. the desire build up,explaining specifically the advantages of the plan.It should be as brief as possible.The last section of this memorandum,the persuasive request should state clearly what action you want to be taken.