Functions and Purpose
A memo is a form of internal correspondence and, depending on the content, can be informational, proactive or reporting in nature. It sets out the business positions of an independent unit or leader on any issue. A memo may contain proposals or requests and be addressed to any managerial person, including a superior.
Signing and registering
Office memos are signed by the immediate head of the unit. In the lower part of the left corner it must be endorsed by the performer. His surname and contact phone number are also written there.
In structural divisions, service notes are recorded in the electronic document management program. They are assigned a number, sent to units in paper form and on electronic media. The numbering consists of the unit index and registration number.
The date of the memo is considered the moment of its registration. Its original with the resolution of the manager is sent to the manager. A copy of the memo is returned to the contractor.
A variety of memos
Memo memo is a kind of memo addressed to the line manager. A memo is drawn up when it is necessary to reflect the opinion of the unit or head on a specific issue and give specific proposals.
Depending on the purpose and content, the memos can be initiative (in the form of comments and suggestions) or reporting (on the results of the audit, on a business trip).
The date or time period to which the information recorded in the memorandum relates must be highlighted in a separate line, included in the heading or at the beginning of the text. The memo is signed by the author.
Content of memos
The text part of the service note and memorandum is recommended to be composed of 2 parts. Its first part - should consist of facts that served as an occasion for its writing, and the second - of proposals and relevant conclusions on the issue.
Each document being developed can contain only one question. The exceptions are protocols, orders, plans, reports and general documents.
A memo should include reasonable information set forth objectively, briefly, competently, clearly and without unnecessary repetition. The text part is made out in the form of a continuous text, table, questionnaire or a combination of these forms.
The complex continuous text of any document should consist of logically and grammatically consistent information about actions in the management, which are reflected in the relevant provisions, norms, rules and administrative documents.
The memo must have the required details and the invariable placement procedure: the author, the name of the company and its code, index, date, title, body text, visas, the signature of the contractor, a note on the implementation and forwarding of the document to the case.
The title of the memo should be summarized. If the document deals with several issues, then the title may be generalized.
Addressing Rules
Office memos are addressed to organizations, departments, or a specific manager within the enterprise. In a document addressed to many homogeneous organizations, the addressee is indicated generically. A memo must not have more than 4 recipients.
Conclusion
All outgoing information in the volume of a memo should be provided upon request and sent only officially. The information provided must be signed and endorsed by the manager, whose field of activity it affects.
All memos must be dated. The date of the document and any service marks on it are an indispensable requisite of any document.