Difference Between Memo and Letter with Comparison Chart

Short for “memorandum,” a memo is a means of written communication among a closed group of participants in a project of some sort. The main function of a memo is to keep members of a production team equally informed of progress on a project. The recipients of any reporting required by this section may be limited to specified named individuals or, based on specific NSA cyber defense mission roles, as agreed upon between the National Manager and the head of the agency or designee. Agencies shall also provide relevant information to the National Manager pursuant to the policies developed in accordance with section 1 of this memorandum.

Contrary to this, letters are private as it addresses to a particular party or client, so it is a form of one to one interpersonal communication. Just as there are many nuances and rules around how to write a business letter, there are guidelines that you should generally try to follow when writing a memo. They are often printed https://accounting-services.net/ on letterhead paper, and represent the business or organization in one or two pages. Shorter messages may include e-mails or memos, either hard copy or electronic, while reports tend to be three or more pages in length. Memos are often announcements, and the person sending the memo speaks for a part or all of the organization.

Memo Purpose

Inform the employees and discuss the benefits of the new tool in a memo. Explain in point-form, as in the example above, how this development will impact their work. Let’s say a new bylaw affects the way you do business in the career you’re training for.

An introduction to the standards for format and style is provided below. It is best to write in an extremely crisp, to the point, businesslike tone. Memos are often used for internal company communications. You don’t want to waste your colleagues’ time with niceties or by being overly conversational. Avoid using emotional language—such as, “I would be happy if everyone took turns cleaning the Define a memo and describe the elements that constitute it. microwave in the break room”—because you might rub people the wrong way. The same goes for writing IN ALL CAPS or using exclamation points, especially if the memorandum is conveying news that may upset people. As your small business or organization grows, odds are that you’ll need to write plenty of short and direct communications to your staff—which means you’ll need to know memo formatting.

Purpose of a Memo

The message itself can contain the correct headings, numbered items, and other formatted information that an e-mail does not allow as easily. 6.MEMO FORMAT A memo has a header that clearly indicates who sent it and who the intended recipients are.  Pay particular attention to the title of the individual in this section.

• This is your core content, where you can outline and support several key points.
• If a company wants employees to take action, they may also issue a memorandum.
• It assumes a one-to-all perspective, broadcasting a message to a group audience, rather than to individuals such as what email or letters often do.
• Memos are often written to serve as documentation, confirmation, progress reports, dissemination of information, instructions, a method of inquiry, or as a preface to a formal report.
• Carefully review each item in the terms of agreement with both parties to ensure that each item is correct and appropriately captures each party’s intent.

It is directed to those who need to know details — laboratory assistants and clerical staff, for instance. The subject is normally declared in the subject line and should be clear and concise. If the memo is announcing the observance of a holiday, for example, the specific holiday should be named in the subject line—for example, use “Thanksgiving weekend schedule” rather than “holiday observance”. Even though the majority of information today is conveyed via e-mail, you still need to use the correct style when sending a memo in the body of an e-mail. When you’re conveying larger amounts of information, send that information as a properly formatted memo attachment.

Key Differences Between Memo and Letter

A memo (or memorandum, meaning “reminder”) is normally used for communicating policies, procedures, or related official business within an organization. It is often written from a one-to-all perspective , broadcasting a message to an audience, rather than a one-on-one, interpersonal communication. It may also be used to update a team on activities for a given project, or to inform a specific group within a company of an event, action, or observance. (or memorandum, meaning “reminder”) is normally used for communicating policies, procedures, or related official business within an organization. A memo is a short message that’s typically used to communicate official business policies and procedures within a company.

The overview gives the reader a basic idea of what the memo is about so that she can decide whether to read the memo immediately or later. Wilderness Trek has just adopted a new program to record and tabulate employee timecards. Beginning with the next pay cycle, please submit your timecard electronically through the Human Resources portal. Human Resources will send out a reminder as well as more detailed instructions on how to submit the information electronically. Necessary attachments accompany the memo, particularly documents that support, clarify, or require action on the part of the recipient, such as a signature.

FAQ Actions

A memo must have a heading that specifies the sender, the addressee, the date and the subject. When you include an individual’s name on the memo, write his job title after it. Include your own job title after your name in the “From” field.

• Percy, for example, will discuss where the team is in development of the game, whether the team is on schedule and any current problems or foreseeable problems that have caused, or may cause, a delay.
• Some written business communication allows for a choice between direct and indirect formats, but memorandums are always direct.
• Lawyers on UpCounsel come from law schools such as Harvard Law and Yale Law and average 14 years of legal experience, including work with or on behalf of companies like Google, Menlo Ventures, and Airbnb.
• Include on the memo page a note at the bottom that one or more documents is attached.
• Memo is defined by the Cambridge English Dictionary as “a message or other information in writing sent by one person or department to another in the same business organization.” The word memo is a shortened form of the word memorandum, and has the same meaning.
• You can also refer to such graphs, diagrams, or illustrations at appropriate points in your memo.
• Instead, it’s often more effective to use lists, headings, boldface or italics, and even graphics to emphasize the key content because your reader may not have the time to read through dense text to get to your major points.