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.
• Memos answer questions and give information.
• are typically used for fairly short messages of one page or less, but
• informal reports of several pages may also employ memo format.
SO…..
A memo is 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
• DIRECTIVE MEMOS-- where instructions are given.
• STATUS OR PROGRESS REPORT MEMOS--- where you report on the status or progress
of some project or event.
• FIELD ORTRIP REPORT MEMOS--- 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: After the name and address of the company (which is on the letterhead) we
type the word “Memo’ or ‘Memorandum’ at the top of the page in the center.
• Recipient: Address the recipients in the correct format, Example -‘ To: All Employees
of the Sale Division’
• Writer: Write the name of the person writing the memo, Example – ‘From: Mr. ABC,
Head of Sales’
• Additional Recipients: These are the people who will receive a courtesy copy of the
memo.We don’t address the memos to them, but we keep them in the loop.
• Date:The date of writing the memos is an important detail that one must include.
• Subject Line: This will give the reader a brief idea about the information in the
memos. The line must be brief, precise and to the point. Example – Subject: Meeting
of all employees of the Sale Division.
• The body of a memo: This is where all the information is contained. A formal
salutation is not required in a memo. Just relay the necessary information with clarity
and precision. The body must not be too long. The ending must restate the issue and
end on a positive note.
• Proofread: Finally, proofread the memo before sending it.

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
two types in this regard:
• ATrade circular letter which carries business-relative information. ...
• A Non-trade circular letter which 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 distribution memos 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