This document discusses memorandums and press releases. It provides information on the purpose and structure of memorandums, noting they are used for internal communication within an organization. The key parts of a memorandum are also outlined. The document then discusses press releases, stating they are a type of memorandum used to disseminate newsworthy information to the public. Examples of press releases are also provided.

1. Memorandum and Press Release

2. Memorandum
The key purpose of a memorandum is to record and convey information
and decision to make requests within an organisation, and to transmit
outside the organisation short-messages through electronics media. Its
style is direct, matter-of-fact, and lucid. Usually, each organisation has
printed memo forms. In the form the name of the organisation is printed
on the top and the space for filling in the following items of information
is provided: the designation of the receiver and sender, the file number
and date, and the subject. A memo written to make newsworthy
information available to the public is called press release. The
information may be in regard to launching of new products, significant
change in policy, merger with another organisation, etc.

3. A memorandum (plural: memoranda) is a short piece
of writing generally used by the offi cers of an
organisation for communicat ing among themselves.
That is why it is also called interoffice memorandum.
The main purpose of a memorandum (memo for short)
is to record or convey information and decisions or to
make short requests. Some organisations use the
memo form for short reports too—reports in which an
offi cer supplies certain data to another offi cer to
enable the latter to take a decision. Occasionally, such
a memo may also contain an analysis of data and the
opinion and recommendations of the offi cer sending
it.

4. FUNCTION AND STRUCTURE
To achieve its purpose a memo is written in easy-to-understand language.
Its style is like that of reports: objective, matter-of-fact, and lucid. No attempt is made
to make an emotional appeal to the reader or to create a psychological impact on him.
Plain and direct statements of facts are made to achieve all that is required.
A memo plays a very useful role in an organisation. It ensures quick and smooth fl ow of
information in all directions.
It also enables offi cers to maintain good business relationships. A memo will come to your aid
when you wish to avoid coming into personal contact with certain colleagues.
Another useful function of a memo is to establish accountability. Since, it is a record of
facts and decisions, you can turn to it in future if there is a need to fi nd out who went wrong
and at what stage. Some organisations insist that even small events and requests, telephonic
conversations on offi cial matters, etc., should be recorded in the form of memos.
Many organisations use printed memo forms.

5. The following essential items of information
must be given in a memo: (i) the designation of
the receiver, (ii) the designation of the sender,
(iii) reference, (iv) date, and (v) subject. In
printed forms the name of the organisation/the
department con cerned is written on the top. If
copies of a memo are sent to other officers, an
indication is given at the bottom as in the case of
letters.

6. The name of the organisation is usually printed
on the top in the middle of the page. The
designations of the sender and receiver are given
on the left-hand side and the reference and date
on the right-hand side flush with the margin. The
sender signs on the right-hand side and if
necessary, his name is typed below his signature
in brackets. If the memo is to be sent to other
officers, an indication is given on the left-hand
side, as shown in the exhibits that follows

7. TYPES
Each organisation has its own way of arranging the various
parts of a memo. You should adopt the practice followed in
your organisation. One way of arranging a memo is shown in
Exhibits 26.1 to 26.6. Sometimes memos are classifi ed into
the following categories on the basis of the function they
perform, namely, con fi rming an activity or a conversation
(Exhibit 26.1), requesting for an activity or action (Exhibit
26.2), restating or modifying an existing procedure or a policy
(Exhibits 26.3 and 26.4), and writing a report(Exhibits 26.5
and 26.6).

19. Best Practices for Instant Messaging and texting
Instant messaging and texting can save time and simplify communication with
coworkers and customers. However, before using IM or text messaging on the job,
be sure you have permission. Do not download and use software without checking
with your supervisor. If your organization does allow IM or texting, you can use it
efficiently and professionally by following these guidelines:
▪ Follow company policies: netiquette rules, code of conduct, ethics guidelines, as
well as harassment and discrimination policies.
▪ Don’t disclose sensitive financial, company, customer, employee, or executive
data, and don’t say anything that could damage your reputation or that of
your organization.
▪ Steer clear of harassment and discriminatory content against classes protected
by law (race, color, religion, sex, sexual orientation, national origin, age, and
disability).
▪ Don’t forward or link to inappropriate photos, videos, and art.
▪ Don’t text or IM while driving a car; pull over if you must read or send a
message.
▪ Separate business contacts from family and friends; limit personal messaging.
▪ Avoid unnecessary chitchat and know when to say goodbye.
▪ Keep your presence status up-to-date, and make yourself unavailable when you
need to meet a deadline.
▪ Use good grammar and correct spelling; shun jargon, slang, and abbreviations,

20. 1. You were asked by the offi ce manager to place an order for
50 tables, 30 office chairs,1 carpet, 6 ceiling fans and 4
typewriters for a new branch office of the company. Prepare a
memo informing him that you have placed the order and tell
him also the cost of these articles. Assume that the copies of
this memo will be sent to the Managing Director, Financial
Manager and Branch Manager.

21. 2. As the Managing Director of a company, write a memo to
the Sectional Heads, announcing the appointment of a person
from outside to the post of Personnel Manager. Bear in mind
the fact that some of the sectional heads having long
experience in your company were aspirants for this post.

22. PRESS RELEASE

23. Press release is a kind of memo. We may define a press release as a
memorandum written to make newsworthy information available to the
public.
The memo containing the information is released to the news media for
dissemination.
A press release is different from an advertisement as the former is
strictly factual.
Style is expository: direct, concise and clear. However, sometimes the
title of the release
is catchy enough to be used by the press. The name and address of the
person who could be contacted for further information is invariably
given. If the release is to be telecast, it may include fi lm footage,
explaining the message by visual means. Usually, the name of the
organisation is given on the top whereas the date and the name and
designation of the officer releasing the memo at the bottom as shown in
Exhibit 26.7.

25. Exercise
The Board of Directors of Savignon Electronics Limited,
Baweja Mansions, 12th Cross, Gandhi Road, Lahore has
decided to launch two new products, namely,
washing machines and refrigerators and place them in the
market from May 2014. Write a press release, assuming
yourself to be the Marketing Manager. Invent the necessary
details.

26. Exercise
Assume that Akbar Steel Company, Rivaj Industrial Complex,
Ranipur has decided to merge with Cotec Steel Corporation,
Ahmed pur (a Govt. of Pakistan undertaking) with effect from
July 2022. As the company secretary of the former, write a
press release, inventing the reasons for the merger.