What is Memo? Here's a more detailed explanation!
Definition of Memo: Purpose, Types, Characteristics, Parts, and Writing Tips
Broadly speaking, a memo is indeed a reminder or a concise note about an issue that is being discussed. However, it turns out that memos are not just concise notes because they have two functions, official and unofficial.
So, what is the definition of a memo? What are the official and unofficial functions of a memo?
Here's a detailed explanation!
Definition of Memo
According to Keraf (1980), Memo stands for memorandum and has various meanings, namely (1) memorandum means an unofficial memorandum or warning letter, (2) memorandum means a statement of diplomatic relations, and (3) memorandum means a form of communication that leads to advice, direction, or illumination.
Meanwhile, based on KBBI (Kamus Besar Bahasa Indonesia), memo or memorandum is a form of communication that contains advice, direction, or information in the form of a note. In addition, memos can also be used as a statement letter in diplomatic relations.
Not only that, memos or memoranda can also be used by the leadership of an organization or company in an effort to convey a short message in the form of a notification or request in an organization or company.
Purpose of Memo
The purpose of writing a memo is to request or provide information to the person to whom it is addressed. For example, if you want to write a memo to your mother that you are going to school, then the purpose of writing the memo is to inform her that you are going to school.
Types of Memos Based on Their Use
Official memos are usually used as official relationship statement letters from leaders to subordinates, issued by institutions, agencies or organizations.
Example of an Official Memo:
MEMO
Bukit Jaya, July 22, 2022
From: Head of Faisal Seeds Jambi Office
To: All FBJ Employees
Subject: Tidying up inventory of stock items
In connection with the poor monthly reporting at FBJ, I instructed each division to record all purchases and sales of goods and record the amount of stock available neatly according to the form that has been given. Each division will bring the recap results to the meeting on Thursday, July 27, 2022.
2. Unofficial Memo
Unofficial memo Unofficial memos are used as unofficial notes or statements between friends, relatives, or third parties involved with an organization, institution, or agency.
Unofficial Memo Example:
Andi, I'm going to the market. When you get home from school, put your key under the purple vase to the left of the door. Don't forget to pick up the clothesline.
- Mom
Dear my sister Shifa, I'm sorry I can't come to your birthday party. My cell phone is broken, I can't call you. I was suddenly called by the HRD of PT Flower Sejahtera Berseri for an interview test, pray for me to get the job.
- Saad
Characteristics of Memo
A memo is fundamentally different from a notice board. So here are the characteristics of a Memo:
- Contains advice, direction, or explanation of a matter The information conveyed is clear and relevant.
- In an official memorandum, it has parts like a letter, but simpler
- In an unofficial memorandum, it does not include office identity (office name, telephone number, office address)
- Delivered horizontally (parties with equal positions), or vertically (from superiors to subordinates, or vice versa)
- The language used is shorter, denser, and simpler
Parts of a Memo
Section Head
Similar to humans, a memo also has a head located at the top. The head of the memo consists of the memo header, the sender's name, and the name of the recipient of the memo.
Contents
The next part is the body of the memo which consists of the information that the sender wants to convey to the recipient.
Closing Section
The last part is the closing or foot of the memo. The foot of the memo consists of the date of writing the memo, signature, and clear name of the memo maker.
Steps to Make a Memo
1. Set Goals and Objectives
Before we start writing a memo, we need to be clear about the purpose and objectives of our communication. Do we want to provide information, request action, or warn about something? By clearly setting our objectives, we can write a more focused and effective memo.
2. Choose the Right Format
The format of the memo should be simple and easy to understand. Use a heading for the title, follow with the body of the memo containing the information, and end with a signature or relevant contact information.
3. Use Clear and Simple Language
We should avoid using complex or technical language that may be difficult for all recipients to understand. Use simple and clear language so that the message can be conveyed well.
4. Include Relevant Details
Make sure your memo includes all the details necessary for the recipient to understand the information properly. This includes the date, time, place, and necessary instructions.
5. Use Friendly Language
Although memos are formal communication tools, we can still use friendly and polite language. This helps create a positive and supportive work environment.
6. Check and Correct
Before sending a memo, make sure to review it thoroughly. Check for spelling mistakes, clarity of message, and pertinent details.
7. Prioritize Important Information
If the memo contains a lot of information, make sure to highlight or emphasize the most important information so that the recipient does not miss it.
8. Keep it Short and Concise
Try to keep your memos short and to the point. Recipients are more likely to read a concise memo than a long one.
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