Many employees know about the organization’s internal documents only by hearsay - the memos are confused with official notes and are incorrect. This violates the implementation of the main function of such documents - official communication within the team, which leads to the impossibility of coordinated work. That is why the issue of compiling a memo, its differences and similarities with other papers, the specification of writing becomes relevant.
Terminology
A memo is a means of communication between officials, structural units. It is sometimes defined as a document on the fulfillment of a task / work, although it may be of a different nature. The samples that will be discussed in this article just reflect the possible contents of the memo.
Officially, the classifier of management documents does not contain information about such paper as a memo. An example of how to write it is not provided, but this does not negate the fact that such a document is widely distributed in the workplace for several reasons.
Reasons to use
A memo is known as a frequently used supporting document. She has the responsibility to ensure communication between the elements of the working system, that is, employees. Why is such a document so popular? Many working moments can and should be solved without the intervention of leadership positions - this proves the independence and performance of the departments autonomously and as a system as a whole.
Features
The difference from the aforementioned memorandum is that the latter involves referring to higher ranks, and the memo, an example of which will be discussed below, forms a link at the horizontal level. This may be an appeal to the administrator of another department or the head of another unit. In any of the cases, while the mentioned persons have equivalent positions, we can talk about a memo. When inequality occurs, a memorandum should be drawn up . Some of the examples presented here may be ambiguous, and the reasons for this will be discussed later.
Theme of office memos
Usually service notes are written on the issues of support: informational, economic, logistical or organizational. Often a note may contain some kind of request or suggestion. For each of the structural elements, usually one of the topics is prioritized and correlates with the area in which the element itself works.
Decor
The execution of the memo is carried out in the same way as the execution of the memorandum. Consequently, only the content changes. Registration of memos is regulated by GOST. This allows you to maintain the unity of registration of all management documents.
An example of how to write a memo:
IT department ( at the top of the page, on the left side )
To the head of the security service ( above, on the right side ) R. Lyubchenko
OFFICIAL NOTE
September 14, 2015 No. 11
On Friday, 17. 09. 2015, the material and technical base will be replaced. In this regard, I ask you to provide access to the following employees of the organization PE “AMIR” to perform these works:
- Andeenko Sergey Gennadievich.
- Mishkov Lev Georgievich.
The head of the department ( on the left side ) _prescription_ R. Antipov ( on the right side)
Making a memo assumes a typical sheet format - A4.
Benefits
In essence, an analogue of a voice message, a memo has a number of advantages over usual working communication:
- written preservation;
- official documentation;
- convenience in the case of the transmission of complex information;
- the ability to send one message to several people at once.
The consequences that follow logically from here:
- the ability to confirm / refute any statement;
- clear statement of the problem and its clear implementation;
- timeliness of implementation;
- efficiency.
Character
Writing a memo may have the following character:
- informational (message, notice, briefing, etc.);
- initiative (request);
- reporting.
A memo, an example of which was provided above, is for informational purposes, as the head of one department notifies the other about the upcoming work, in addition, gives a simple briefing on what he must do.
The last two points are often adjacent: the memo is a response to the initiative (request).
Structure
Consider how to write a memo based on the above example. So, this document must contain:
- requisite of the addressee (in this case, the role of the security officer);
- name of the document (the corresponding inscription was immediately before the text);
- Date of document
- text;
- requisites and signature of the addressee (head of the information department).
Text, in turn, can also be distributed by structure. True, it is much more arbitrary:
- The first part defines the basis and motive of writing. A memo, a sample of which was presented above, explains the request in the first sentence.
- The second part reflects the essence: in the example, it comes after the words “in communication ...”.
- The third part is the final one. It may contain a statement of fact, proposal or request.
A service note, an example of which helps us understand the rules of design, combines the second and third parts into one. Separation becomes more noticeable in complex memos. The third part necessarily appears in the response documents.
Stylization
Although a free format is allowed for this paper, as well as for all other management papers, in order to know how to write a memo correctly, you need to freely express your thoughts in a business style, because it is he who is used to compile any kind of documentation.
Kinds
Service notes do not have a clear classification, but at the same time they can be conditionally divided into types.
For example, there is a memo:
- about the increase;
- to purchase;
- write-offs, etc.
Each type has its own spelling specification. For a better understanding of how to write a memo, examples will also be given.
About raising
An official note on the increase in wages may be needed by employees who consider that they receive insufficient monetary compensation for their work. It is logical that first of all they will turn to their boss - they will write a memo.
A memo of this type is written by the head of the employee’s department in the name of the head of the department. Sometimes the human resources department also does this. Then, initially, we are talking about communication between the department of the employee who wants to receive a larger salary and the personnel department. The reasons for the increase in wages (changes in the volume of labor, employee qualifications, etc.) must necessarily contain a memo.
A sample is provided below.
Material Accounting Department
To the General Director of PE “Agro Darina” Aninnikov G. L.
OFFICIAL NOTE
04/09/2013 No. 45
St. Petersburg
On the increase in wages G. Furmanets
Furmanets Galina Viktorovna has been working in the state of emergency “Agro Darina” since March 4, 2011 as a leading specialist in the department of accounting for material assets. She is a skilled craftsman, showing high productivity, punctual, obligatory and executive. During the work I did not receive a single disciplinary sanction. In connection with the above, I ask you to increase the salary of Furmanets Galina Viktorovna from 23,000 rubles to 25,000 rubles.
The head of the department of accounting for materiel_signature_Galkin S. A.
An increase does not only mean an increase in wages, but also a transfer to a higher position may also be implied. A memo on promotion is also written by the head of the department.
This is an important note: the same memo to the director, that is, a note from a subordinate to the boss is considered a memo.
The head of the department can recommend a subordinate for promotion based on:
- advanced training;
- higher education (first / second);
- length of service and work experience;
- for outstanding service.
The reasons should be indicated directly in the memo. For example, the following.
Logistics Department
To the General Director of PP Netflix S. Lyashenko
OFFICIAL NOTE
02/19/2001 No. 15
Moscow
On the promotion of Belousova Yu.O.
Belousova Yulia Olegovna has been working at Netflix software since January 7, 1999 as an administrator of the logistics department. She is a qualified specialist in her field. The employee is executive and responsible, characterized by high efficiency and endurance in stressful situations. On February 15, 2001 she received a master’s degree in Accounting and Auditing. In connection with the above, I recommend Belousova Julia Olegovna to the promotion to the post of senior administrator.
Head of the department of material and technical support_signature_Yelchaninov P.L.
To purchase
Acquisition refers to the repair or replacement of any equipment. A memo for the acquisition is written by the department, which needs to update the material and technical base.
A memo, a sample of which is presented below, was compiled for the purchase of a computer.
Human Resources Department
To the head of IT department of Epam LLC D. Penkov
OFFICIAL NOTE
November 12, 2009 No. 4
Kharkov
About computer repair (replacement)
I inform you that starting from November 6, 2009, Tatyana Evgenievna Mashkina, employee of the personnel department, senior administrator, regularly crashes on the personal computer.
In connection with the above reason, please repair or replace this PC as soon as possible.
The head of the personnel department _signature_ Chistenko V.T.
Vacation
A memo here means vacation is not in the sense of going on a well-deserved vacation, but calling an employee out of vacation, is written by the head of the department in which the relevant employee is listed. It indicates the reason for the recall. The document is submitted to the head of the company / organization, he, in turn, must write the answer - consent or refusal.
The following is an example of such a memo along with a response.
Don't mind
HR department to prepare the necessary documents__Sergeev 03/21/2014
The General Director of PE “Aukro” Sergeev V.P.
OFFICIAL NOTE
03/21/2014 No. 1
Considering the illness of Tatyana Viktorovna Morozova, senior accountant of the Accounting and Audit Department, I make a proposal to call Pavel Sergeyevna Matveychuk, an accountant, from vacation on March 22, 2014.
Head of Accounting and Audit Department _signature_ Marinina R. A.
It should be noted that in addition to writing and obtaining a resolution on a memorandum, it is also necessary to obtain the consent of the employee to withdraw from vacation. This must also be officially documented. Therefore, a memo is only the first step in this process.
About bonus
A bonus memo is written when the boss wishes to reward the employee for productive work. From the employee’s point of view, the bonus process is simple, but for the boss, especially if the organization does not have a bonus provision and prefers to do without it, it becomes much more time-consuming. But one of the stages of this process in any case will be writing a memo.
First of all, you need to study the specification of the enterprise in this regard - each of the companies has its own bonus conditions. These can be stipulated cases when an employee cannot be rewarded (disciplinary sanctions, administrative violations, etc.), sources of bonuses and the like. After careful study, you can proceed directly to writing.
The service note on bonuses must necessarily contain the reasons why the head of the department believes that the employee should be rewarded. If the bonus clause has clear clauses that indicate what kind of rewards are due, the process is much simpler. The boss can only notify the director of the implementation of such and such points. Then this is a notice. In another case, the head of the department only offers to reward the employee and determines the size of the bonus himself - again, given the organization’s material incentive system.
Interestingly, service notes on bonuses are often referred to as reports - as they are written in the name of a higher rank. A similar dilemma arises with notes on recalls from vacation, promotion, etc.
To write off
Service notes for writing off materials are necessary when the property is damaged or the material and technical base is outdated. This type of document is closely related to the purchase notes and is similar in specification: for example, the head of the department with the above-mentioned problem writes the note to the department that works with damaged property (as in the computer example: the call went to the information department).
Below is a sample of such a memo.
Information Technology Department
To the head of the control and audit department of Troyanda LLC D. Sukhorukov
OFFICIAL NOTE
January 22, 2006 No. 42
Kiev
About decommissioning computers
I inform you that at present the electronic computer, which is owned by the information and technical department, is outdated and is not able to calculate the capacities sufficient for the full operation of this department.
In connection with the above reason, please write off the above property as obsolete and notify the procurement department of the need to replenish the material and technical base.
Head of information and technical department _signature_ Chashchenko V.T.
Separation of service notes by type
All of the above examples can be divided into two types:
- memo for the employee, director;
- memo to any department.
As to the dilemma of the first paragraph, has already been mentioned in this article. Despite the fact that there is plenty of information on how to write a memo to the director, as well as examples and examples of writing, in essence, this is not entirely true. This principle can only apply in corporate organizations, where all departments are equal, but there is no main boss. Then, writing notes between departments automatically becomes official, and not reporting. In all other cases, it is strongly recommended that when writing notes on the employee’s recall from vacation, on his bonus, dismissal, promotion, use the title of the document “Memorandum”. Other writing requirements remain the same.
The service notes to the departments include all the other samples - write-offs, acquisitions, etc. They give a more accurate idea of the essence of service notes: communication between equivalent departments, which does not require management intervention.
Storage
Office memos relating directly to individual employees are stored in their personal files. All the rest are sent to the archives of the company.
Originals of service notes may be needed when checking the organization by higher authorities: they give detailed information about the internal activities of the company, the interaction of structural elements.
Also, service notes, like official documents, can be proof or refutation in the proceedings of a case.
Like other supporting documents, memos can be considered a kind of annex to the external documentation of the company.
Frequent use of memos serves as a criterion for assessing the general mood of the company and its employees for sociologists, marketers, psychologists working staff organization.
The half-business, half-free style of writing memos clearly reflects situational relationships within the work team. The documentation is especially interesting not between departments, but between specific employees of departments - it is less common and therefore more visual.