Essential Parts of Modern Inter-office Correspondence

We are on the global agora of using the one-click communication tools, such as: computer, celphone, powerpoint, and networking that in a click you can explore the world.

Even the third world countries slowly but surely moving forward to adapting the latest technologies of global communication. Under certain circumstance, written correspondence or hard copy is more satisfying and safe for filing purposes which are free from hackers, and viruses. It is more confidential and personal, which fixes responsibilities in developing efficient business organization.

Inter-office correspondence - is commonly termed memorandum (Memo - for short) has several necknames as: internal memo, inter-departmental memo, inter-branch correspondence, house message, and transmittal. Passing from the top officials down to the lowest employees of the firm.

Every directive, reminders, office information, latest policies and firm activities for the growth and development of the the business must be done through a memorandum.

YOU MAY PAUSE AND ASK THESE QUESTIONS:

1.What are the characteristics of an inter-office correspondence?

2. What are the parts and content of a memorandum?

Let us deal on the first question - For the vital reason that businessmen are people on the go - time is too limited - reading a wordy letter is obvious, Therefore, memorandum must be direct and brief in content with clear and concise language. The convey message should be boild-down to fewest possible terms, clear, exact and compact to its bare essentials, considering that the sender and the recipient/s worked for the same employer or company, for sure they are in the same boat sailing smoothly together in one heart for growth and development of the business. Eventually, also for the employees' professional and financial growth.

The second question - deal on the parts and content of a memorandum letter. Let us sacrifice for a while our conventional knowledge of writing - as used to; remembering the parts of a friendly letter in sequence and details. An inter-office memorandum warrant an omission of nearly all parts of a friendly letter. Such as: address of the addressee, salutation or greeting, complimentary close or ending, and of course the content of a friendly letter is very much different from a memorandum letter. And the paper used is quite ordinary and cheaper in quality. Some offices use with letterhead forms, some use only plain paper, some company or offices use color coding - for example: yellow - for sale, red- for collection, ect. Each office adapt various means of prompt distribution of messages.

SAMPLE OF INTER-OFFICE CORRESPONDENCE;

 

ST. JUDE COLLEGE

ALANO STREET,
PAGADIAN CITY
Memo No. 0001

Series 2008

November 28, 2008

To : All Department Heads

From : College President

Subject : Silver Anniversary Celebration Activities

_______________________________________________________________________________________

Please be reminded of our incoming Silver Anniversary Celebration activities. As scheduled:

Dec. 1-2 ,2008 - thanks giving mass in the morning, ball games in the afternoon;

Dec. 3-5,2008 - ball games continued, search for Miss St. Jude, and thanks giving party.

Department heads are required to submit list of athlets and production numbers for the said activities.

Immediate compliance is adhered.

Mary G. Reyes, ED.D.

College President

In the sample, you noticed that the inside address, greeting or salutation and the complimentary close are omitted, Its content is clear, brief and direct to its purpose.