Features of Memo - QS Study
QS Study

Features of memo

Office memo is a written method of internal communication. It is used to exchange information within the organization related to organization’s day-to-day activities. As an independent method of internal communication, it possesses the following features:

Nature: Memo is mainly written a method of internal communication. It is used to exchange information related to internal activities of the organization between the superiors and subordinates.

Nature of the parties involved: Memo is generally exchanged among the various internal parties of the organization. No external party can be the part of memo.

Definite structure: Memo is prepared by following a definite structure. Title, names of the sender and receiver, date, subject, body and sender’s signature are the various parts of memo.

Formality: Since memo is a method of internal communication, it is less formal. However, in preparing upward moving memo a minimum degree of formality should be followed as it goes from subordinates to the superiors.

Conciseness: Memo is generally written concisely. Whatever the subject matter of a Memo is, it writes directly and briefly.

Mentioning a specific issue: An individual memo should contain only a single issue. If an individual memo contains more than one issue, they should be mentioned in separate paragraph.

Expression of courtesy: Though memo expresses the message directly and concisely, it maintains courtesy and modesty in expressing the message.

Nature of message exchanged: The information exchanged through memo is related to the internal activities of the organization. It does not carry any personal information.

Preserving information: Since memo is a written document, it can be preserved for future use if necessary.