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Unit 9 - IBC - Writing Memos, Circulars and Notices
Master's in Business Administration (MBA001)
Manipal University Jaipur
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Unit 9 Internal Business Communication – Writing
Memos, Circulars and Notices
Structure: 9 Introduction Objectives 9 Memo Principles of précis writing Components and format of a memo Language and writing style of a memo 9 Circulars and Notices 9 Summary 9 Glossary 9 Terminal Questions 9 Answers 9 Case Study
9 Introduction
In the previous unit, we learnt the various types of meeting. We learnt the responsibilities of a chairperson during a meeting and how to prepare before meeting. We also learnt the significance of and steps for follow-up after a meeting. Some of the important points or issues discussed in the meeting have to be conveyed to others in the organisation who were not a part of the meeting. Such formal communication can happen with the help of memos, circulars and notices. In this unit, we will discuss some of the written communication media, including memos, circulars and notices. We shall define the specific purpose of each of these media and offer guidelines for writing them, along with the appropriate formats to be used.
Your project manager Mr. Russell Peter wants you to inform the staff members to attend an orientation session to be held in conference room on Tuesday, at 11 a. To convey your message you just have to write a small note and circulate it to the members formally. As the communication happens within the organisation and you are requesting the members to attend a meeting you need not use a formal language. At the same time, the information is not sensitive or confidential. So, you
need not worry about the security aspect while communicating the message. As you are circulating the information on behalf of your project manager you need not have a salutation and complimentary closing. How are you going to communicate the information to all the members in a formal way keeping all these points in mind? Are you going to use a memo, notice or circular to communicate and why do you choose it? You can find answers to these questions only if you know what a memo, notice and circular are.
This unit helps you to answer the following questions:
What is a memo?
What is a notice and circular?
How are they used in business communication?
In this unit we will study the importance of written communication and define memo. We will learn the structure of a memo. We will also discuss the use of circulars and notices for business communication.
Objectives: After studying this unit, you should be able to: describe the structure of a memo explain the purpose of circulars and notices prepare memos, circulars and notices
9 Memo
As studied in unit 5, in an organisation a large amount of information is communicated via the written medium. Written communications include memos, notices, circulars, organisation periodicals, etc communicated via e-mails, bulletin boards, etc.
Written communication is preferred over other forms of communication as it provides a tangible and verifiable record of the information that was exchanged. The record can be stored for an indefinite period and hence, in- case of any concern on the communicated message, it is physically available for verification. This is very useful for communication that involves complex and lengthy information. For example, the company's marketing plan for a new product contains a number of tasks spread out over several
Comprehension – While it is important to reduce the article to one fourth its size, the article must not lose its meaning in the process. It must be as easy to understand the condensed article as it is to understand the original article. Coverage – In the process of condensing the article, all the main points or ideas in the original article must be retained and adequately covered, so that the shortened article comes across as complete.
Précis writing requires a lot of skill and is not just about chopping sentences and words to reduce the length alone. All the three “C’s” are equally important for a précis writing to be meaningful and readable. A perfectly condensed article is of no value, if it cannot be understood. Similarly, an article which is perfectly understood, but which omits some key ideas is not of much use, as it does not reflect the original.
A writer needs to look for the following, in order to fulfil the three C’s of précis writing:
Main theme – This tells what the article is about. This is usually indicated in the caption itself for example, “The Future of the Indian Auto Industry.” If not, it is important to read the article fully and grasp the main theme.
Components – These are the main ideas or the ideas used to support the main theme. For example, the fact that “the growth of light commercial vehicles is a trend which is likely to continue in the future,” may be considered as one of the components or main ideas, as it will have a bearing on the future of the auto industry.
Elements – These are the key words that are used to express the main ideas. For example, the number of light commercial vehicles has ‘increased fourfold’ in ‘urban’ and ‘suburban areas this year, compared to the last year’. The words in single quotes are the key words.
Once a précis has been written, it may be written in a memo format. Figure 9 depicts a sample précis in a memo format.
Fig. 9: Précis in a Memo Format
Fig. 9: Full Block Format of Memo
Many companies have their own printed format in which the message is written and sent. The format is similar to a letter as shown in figure 9.
Let us now study the components that form the structure or format of a memo. Figure 9 depicts the components that form the structure of a memo.
Fig. 9: Structure of a Memo
- Header – This is a compact block of information which appears at the top of the memo that includes the ’To’, ‘From’, ‘Date’ and ‘Subject’ headings, which is similar to the title page of a longer and more formal report.
The “To” heading must mention the name of the receiver or the primary target audience for example, in the memo shown in the figure 9 the ‘to’ is the Marketing Vice President (VP). The ‘From’ heading must include the name of the sender or writer of the memo (Marketing Executive). The ‘Subject’ line must include the specific purpose of the memo (the title of the précis memo shown in figure 9). This helps the writer in the development of the message and lets the reader know what the memo is all about. Date is the day when the memo is drafted or circulated.
Body – This is the text of the memo which contains the details and major topics. Unlike letters, the memo need not have a formal salutation such as, ‘Hi’, ‘Respected’, ‘Dear’, etc. Unlike a formal report which has to be completely objective, personal pronouns such as “I” and “you” are acceptable in a memo, as in the opening sentence of the memo shown in figure 9. This is because a memo is purely for internal use of an organisation.
Close/action – Usually, unlike formal letters, memos did not have a formal close for example, ‘Sincerely’ and a signature line. However, now-a- days many organisations close their memos with letters like ‘Sincerely’, followed by the hand written signature and name of the person circulating the memo. But, it is up to the organisation standards which define the memo structure. Therefore, it is very important to know standard template of the organisation to know the organisation standard.
If the purpose of the memo is not just to communicate the message, then there must be a clear call for action. The action indicates what the audience has to do for example, “I request you to review my proposal and to grant approval.”
- Courtesy copy – This is widely known as ‘cc’ and earlier stood for carbon copy. Sometimes a copy of the memo may go to another person(s). This is indicated by cc., followed by the name(s) of the person(s) to whom the memo is being sent. As shown in figure 9 and 9.
Memo format A memo may follow one of two types of formats, depending on its nature and purpose: Direct organisational plan or deductive organisation
In the memo shown in figure 9, the sales manager is confident that his request for strengthening the sales force will be granted, as it has obvious benefits. Therefore, the request is made right at the outset, followed by the reasons.
Indirect organisational plan or inductive organisation This type of memo format is appropriate when the purpose of the memo is to persuade, but when the writer feels that the reader might object to the request or the proposal. Therefore, the writer may try to convince the reader by presenting the reasons first and then make the request or recommendation right at the end. An example of a memo written using this format is as depicted in figure 9.
Fig. 9: Indirect Organisational Plan Memo
In the memo shown in figure 9, the writer mentions his request or proposal at the end and justifies the need for a bigger advertising budget first, by listing out the reasons. As the writer is suggesting that the budget be doubled, but the writer is not sure if the request will be granted. That is why the indirect organisational plan is used instead of the direct plan. Unlike the direct plan, the subject line does not reveal the real purpose of the memo, which is a request for doubling the budget in the memo shown in the figure 9.
9.2 Language and writing style of a memo As a memo is a short, informal report, the following points have to be remembered regarding the language and style that is used: Be concise – It is important to be brief and focus on the point, so that the memo does not exceed two pages in length. Make the sentences and paragraphs short, limit each paragraph to five lines or less and use bullet points wherever possible. If you are giving reasons, number them or put them in separate paragraphs with double line spacing. Otherwise use single line spacing between lines. Use active not passive voice – As mentioned earlier, use of personal pronouns and active voice is permitted in a memo, unlike a formal report where the passive voice must be used for the sake of objectivity. In other words, it is appropriate to say for example that “Based on ‘my’ experience, ‘I’ feel that the budget is not adequate.” Use simple language – In earlier units, the importance of using simple English was emphasised. It is a good practice to use short and simple words. At the same time avoid trying to impress the reader by using unnecessary jargon. Avoid giving too many reasons – Although, it is important to provide a justification when you make a request or try to persuade someone to do something, do not overdo it. In general, a reader can only absorb a maximum of six or seven reasons at once. Therefore, do not overstate your reasons. Close with a call for action – Do not leave the reader hanging. If you wish to persuade the reader to accept your request or recommendation, you must say it clearly using action words and indicating a time frame or limit. For example, “I would like to discuss this in person with you and get your approval before the end of this week.”
- The use of ___________________ and _______________________ is permitted in a memo.
9 Circulars and Notices
Like memos, circulars and notices are also written forms of communication within the organisation. The basic difference between a circular and notice is that circulars are announcements that are distributed to small or selective groups of people within the organisation, whereas notices are meant for a larger group of people. Another way to differentiate a circular and notice is that circular are circulated to respective individuals, whereas notices are put up on notice boards.
For example, if a manager wants to call a meeting of heads of departments, he will pass around a circular only to the heads, requesting them to attend that meeting.
On the other hand, notices generally contain information or announcements that are meant for all the employees of an organisation.
For example, a list of declared holidays for a calendar year is a notice, as the information is relevant to all employees.
The common purposes of using a notice in business communication are to: Invite for a meeting Inform a new rule/regulation to be initiated or formulated Inform about an event to be held Inform the deadline for submitting any paperwork
A notice is therefore a legal document that has to be put up on an official notice or bulletin board.
Let us examine the following example to get a clear distinction between circular and notice. Imagine that you are the President of the Student Committee in a management college and wish to hold a meeting to plan for the Annual Management Fest of the college. You will have to send some information to those whom you want to involve in organising the Fest. You may not want all the students to be involved initially, as it may take a lot of time
and there may be too many suggestions. Instead, you may choose to invite only the committee members to discuss details such as the date, venue, duration, how to get sponsors, etc. For this purpose, you may send a circular (as shown in figure 9) only to the student committee members, requesting them to attend the meeting. During the meeting, the date and venue are finalised and various smaller committees may be formed, such as a reception committee and stage committee. You may also decide to get each student to contribute a nominal amount for the Fest. In order to announce these details and to ask for student contributions, you may then put up a notice on the official college notice board, which all students can see and respond to. The notice can include the following details (as shown in figure 9): Purpose of the notice Date and time of the event Venue Names and details of special invitees
Figure 9 depicts a sample circular.
Fig. 9: Circular for Committee Meeting
and evening snacks will be served to all. Another important difference between a notice and circular is that notice is displayed at one place, whereas a circular is widely circulated among the members concerned. In many occasions a signature of the reader is taken to ensure that the information has been transmitted.
Sometimes, under special circumstances, notices may also be sent to an individual or employee of an organisation. An example of this type of notice is the ’Show Cause Notice’, which is sent when an employee is found to be guilty of major misconduct. The notice mentions the allegations against the employee and asks for a written explanation within a specified time, failing which the action that would be taken against him/her for example, being suspended from the job is stated.
Notices are read by a large number of people and can also be used as evidence in court cases. Therefore, care must be taken when writing them. They have to be worded very precisely and clearly, to make sure that there is no ambiguity. They must also be brief and to the point. The tone must be firm, but not offensive and arrogant. Depending on the type of notice, the duration of display of a notice is specified under various legal provisions.
Self Assessment Questions
- _________________ is an announcement that is distributed to small or selective groups of people within the organisation.
- _______________________ mentions the allegations against the employee and asks for a written explanation within a specified time.
- Depending on the type of notice, the duration of display of a notice is specified under various legal provisions. (True/False)
9 Summary
Let us recapitulate the important points discussed in this unit: Compared to other forms of communication, written communication is preferred as it provides tangible and verifiable record of the information that was exchanged. Memo writing is similar to précis writing where, detailed information is presented in a concrete form to the audience especially to top executives of an organisation.
A memo comprises the following components: o Header o Body o Close/Action o Courtesy copy Depending on the nature and purpose, a memo can be classified as: o Direct organisational plan o Indirect organisational plan Language and writing style of a memo is very circular and you have to be concise in your writing, use active voice, use simple language, avoid giving too many reasons and close with a call for action. A circular is an announcement that is sent to a selective group of people, but notice is an announcement that is sent to everyone concerned. Show cause notice is a special kind of notice that is sent to individuals or group demanding for an explanation on an issue.
9 Glossary
Customer Relationship Management: A widely implemented strategy for managing a company's interactions with customers, clients and sales prospects.
Fest: A gathering or occasion characterised by a specified activity.
Jargon: The specialised or technical language of a trade, profession or similar group.
Salutation: A polite expression of greeting or goodwill.
9 Terminal Questions
- What is a memo?
- Write a note on précis writing.
- Explain the structure of a memo.
- When you write a memo what language and writing style will you follow, explain.
- Explain a circular and notice using an example.
9 Case Study
A Memo to Employees of News Corporation from Chairman and CEO Rupert Murdoch Dear Colleagues, I am proud to announce that News Corporation has reached its first major sustainability milestone: we have become carbon neutral across all of our global operations and we are the first company of our kind to do so. We made a bold commitment in 2007 to embed the values of energy efficiency and environmental sustainability into all of our businesses – for the benefit of our communities and our bottom line. But achieving net zero carbon emissions was never our only goal. Less than four years ago, I invited all of our employees, business partners and audiences to join us in this exciting initiative – and your response has been extraordinary. Today, I'm pleased to share some of our successes across the Company, as well as our long-term commitment to environmental sustainability. Together, despite some of the toughest markets our industry has ever seen, we have saved millions of dollars by improving the energy efficiency of our day-to-day operations. Our efficiency projects pay for themselves in less than two years, on an average and span from simple solutions like lighting retrofits and automatic PC shut-down to systemic changes like installing telepresence and videoconferencing technology to reduce the need for air travel. The Company's global data centre consolidation strategy alone will save approximately $20M per year and reduce data centre emissions by almost 15% when completed later in 2011. Our support of clean energy – through on-site projects, renewable energy certificates and carbon credits – spans the globe, from Los Angeles to India. Our UK businesses now procure 100% of their electricity from renewable sources. Dow Jones is close to completing a 4 solar power system on its campus in New Jersey, which will be the largest solar installation of its kind in the United States; at peak, it will provide 50% of the site's electricity needs.
We have provided leadership in our industry, across our supply chain and among the global business community. Fox Entertainment developed robust carbon footprinting standards and tools for film, television, sports and event production, as well as a sustainable vendor guide. The standards we set helped lead to a new industry-wide consortium and the online, open-source Green Production Guide. Our initiative has even prompted major suppliers, like paper manufacturer Norske Skog, to set their own ambitious environmental targets. We have collaborated with business partners who were already leading the way, including our DVD supply chain initiative with Wal-mart, which pioneered an eco-case that reduced emissions from raw materials alone by 13% and has become the industry standard. Most recently, we became founding members of the UK-India Business Leaders Climate Group.
Most important, throughout this endeavour we have continued to do what we do best: engage our audiences around the world with the most compelling content. Twentieth Century Fox's Ice Age franchise and the most successful film of all time, Avatar, prove that passionate environmental messages can be fodder for both blockbusters and real- world action, like the million trees planted in 2010 through the Avatar Home Tree initiative. National Geographic Channel offers scientifically rigorous programmes, like Preserve Our Planet and Great Migrations, that are also visually stunning. The Times of London built on its long history of outstanding science coverage to launch Eureka, a monthly magazine supplement dedicated to science, innovation and the environment. News Limited recently launched the public face of its award-winning employee-facing One Degree initiative. And The Wall Street Journal's fourth annual ECO:nomics conference, the leading forum for conversations at the intersection of business and the environment, kicks off tomorrow.
News Corp.'s leadership in this area has been recognised by key independent parties, recently earning top marks in the Carbon Disclosure Project's leadership indices and winning big in the Environmental Media Association's 20th annual awards, with top honours going to Avatar and Bones.
We are well on our way to becoming the innovative, regenerative
Unit 9 - IBC - Writing Memos, Circulars and Notices
Course: Master's in Business Administration (MBA001)
University: Manipal University Jaipur
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