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Effective Use of Memorandum in Internal Corporate Communication

The memorandum is an essential internal communication tool within companies. It is used to transmit instructions, guidelines, or important information to employees. In this article, we will explore in detail the memorandum model, outlining its general structure.

Understanding the memorandum: an essential communication tool


The memorandum, in its written form, is a vitally important means of internal communication within any company. It is designed to be read carefully by subordinate employees, and its content, whether instructions or orders, must be rigorously followed. Generally issued by a higher hierarchical authority, the memorandum can take various forms, ranging from specific instructions to crucial decisions for the organization, or even to detailed descriptions of processes and procedures. The imperative element of this communication is particularly emphasized, with the issuer often speaking in their own name using the pronoun “I”. The recipients of this note can be the entire staff or only a part of it.

It is essential to follow strict writing rules to ensure effective communication via the memorandum. This approach involves the careful selection of salutations and polite formulas to ensure that information is correctly transmitted, while taking into account individual characteristics such as age, gender, and professional status of the issuer and receiver. Ultimately, the memorandum can take different forms depending on its objective, whether it is an order to follow, a complaint to handle, or an urgent instruction to implement.

Fundamental objectives of the memorandum


At the heart of every memorandum are clear and unavoidable objectives. Here are the main ones:

Transmission of orders and imperative instructions
The primary purpose of the memorandum is to transmit internal orders that must be followed to the letter. Indeed, this is why it is often referred to as an “instruction note”. It systematically emanates from a higher hierarchical authority, thus imposing categorical directives on its staff, while providing clear guidelines.

Reminder or implementation of safety rules and procedures


The instruction note can also serve as a reminder or means of implementing safety rules and operational procedures within the company. It plays an essential role in preserving the safety of employees and the integrity of the organization.

Transmission of important information


Besides orders and guidelines, the memorandum is also used to transmit crucial information, such as the arrival of new collaborators, with precise directives to follow. The central element remains the obligation to strictly follow the directives outlined.

Structure and content of a memorandum


Writing a memorandum requires a well-defined structure and precise content. Here are the key elements to include:

Header and Company Identification

The memorandum should begin with the company’s header, which includes the company name, logo (if applicable), and complete contact details.

Title and Order Number


A clear title such as “Memorandum” should be prominently displayed, followed by an order number to reference the note.

Contact Details of the Issuer and Recipient

The complete contact details of the issuer and the recipient(s) must be specified, including the name, position, department, telephone number, and email address, if applicable.

Subject of the Memorandum

The subject of the instruction note must be clearly defined, indicating the topic or reason for the communication.

Content of the Note


The heart of the memorandum contains the instructions, orders, or guidelines to follow. The language used must be clear, concise, and free of ambiguity.

Conclusion (if applicable)


Although the memorandum is primarily composed of orders, a conclusion may be added to summarize key points and reinforce the importance of following the directives.

Content of a memorandum


The content of an instruction note must be clear, concise, and precise. Here are the essential elements that make up the content:

Introduction
The introduction of the memorandum announces the problem, particular observations, or the context of the communication. It prepares the recipients for the rest of the text.

Instructions, orders, or directives
The heart of the instruction note lies in the instructions, orders, or directives that must be executed by the recipients. These instructions must be formulated precisely and without ambiguity.

Conclusion
Although the memorandum is primarily composed of orders, a conclusion may be added to summarize key points and encourage adherence to the directives.

How to write a memorandum?


The art of the Memorandum: writing to inform and inspire 💡

The instruction note, often perceived as a simple administrative formality, can be much more than an impersonal document. It can be a powerful means of communication, informing, and even inspiring your colleagues and employees. In this article, we will explore the art of writing a memorandum from an original angle.

Start with an evocative title

Everything starts with a striking title. Instead of simply titling your note “Memorandum”, opt for something more engaging. For example, if you are announcing a new flexible scheduling policy, choose “Flexible Schedules: A New Chapter for Our Company”. This simple title change awakens the curiosity and interest of your readers.

Write a clear and concise message

Avoid long introductions. Get straight to the point. People have little time to devote to reading memorandums, so be brief, but informative. Describe the purpose of the note from the beginning.

Humanize your message

A memorandum can seem impersonal, but it doesn’t have to be. Show that behind each decision, there are people who care about the well-being of the company and its employees. Express yourself with empathy and consideration.

Use concrete examples

Give concrete examples to illustrate your points. If you are introducing a new remote work policy, share testimonials from employees who have benefited from it. Real stories bring your messages to life.

Be transparent


Honesty is essential. If the memorandum contains important information about upcoming challenges, do not hide them. Transparency builds trust among employees.

Encourage action

A memorandum should not just be a simple statement. It should encourage action. Include clear directives on what employees should do next, whether it is filling out forms, attending meetings, or simply asking questions.

Provide spaces for feedback

Give employees the opportunity to react. Offer a space for comments, concerns, or questions. Interaction strengthens engagement.

Be creative with the layout


There is no harm in adding visual elements or playing with the layout to make the memorandum more attractive. Relevant images, graphs, or icons can help convey the message.

Proofread and revise

A memorandum riddled with errors can appear neglected. Carefully proofread your document, check the grammar and spelling, and ensure that the tone is appropriate.

Sign with conviction

End your memorandum with a clear and convinced signature. This shows that you stand behind its content.

In reality, writing a memorandum should not be a tedious task. It can be an opportunity to communicate with your team in an engaging and inspiring way. By following these tips and adopting an original angle of attack, you can transform a simple memorandum into a powerful communication tool for your company.

Memorandum

🔍The appropriate tone for writing a professional instruction note


When writing a memorandum, it is important to use a professional, clear, and respectful tone. Here are some tips on the tone to adopt:

Formal and professional


A memorandum is an official document, so the tone should be formal and professional. Use respectful language and avoid colloquial expressions.

Clarity and conciseness


Be clear and concise in your communications. Avoid long complex sentences and get straight to the point. Use simple and understandable language.

Positive
Adopt a positive tone even if the content of the note includes important information or changes. Use constructive and encouraging sentence structures.

Informative
Provide all necessary information completely and accurately. Avoid ambiguity or incomplete information.

Directive but not authoritarian
If the instruction note contains directives or guidelines, express them clearly and directly, but avoid being authoritarian or imperative. Use formulas like

“we ask you to” instead of “you must”.

Respectful and attentive to concerns
If the memorandum concerns significant changes, show understanding for potential employee concerns. Encourage them to ask questions or express their worries.

Objective
Always keep in mind the objective of the memorandum, whether it is to inform, announce, request action, or define a policy. Ensure that the tone of the note matches its purpose.

Personalization
If the note is addressed to a specific group, personalize it according to the needs of that group. For example, a note intended for the human resources department may be written with language specific to that field.

Avoid jargon
Avoid using jargon or technical terms incomprehensible to all recipients. If necessary, explain these terms in simple terms.

Proofreading
Always proofread your memorandum to ensure it is free of grammatical errors or spelling mistakes. Professional communication is careful communication.

Differentiating between the memorandum and other internal communication notes
It is imperative to distinguish between the memorandum and other forms of internal communication for appropriate use within the company.

Memorandum: orders to follow


The memorandum is characterized by its imperative and mandatory nature. It emanates from a higher hierarchical authority and demands that recipients rigorously follow the directives outlined. It may contain guidelines, orders, crucial information, or safety rules to follow.

Information note: simple transmission of information
On the other hand, the information note is limited to transmitting information without requiring immediate action from the staff. It aims simply to inform the staff of news, updates, or other relevant information.

In summary, the memorandum remains an indispensable internal communication instrument in the business world. By respecting its structure and understanding its difference compared to other types of internal communication notes, you can ensure that your directives are communicated effectively to your staff. Clear and precise writing remains the key to a successful memorandum.

👁️‍🗨️What is the difference between a memorandum and other internal communication notes?

A memorandum is specifically designed to transmit directives or essential information to employees, while other internal notes may have different objectives, such as general information or celebrating achievements.

Model of a memorandum:
[Company logo (if applicable)]
[Company header]
[Title: Memorandum No. XX]
[Issue date: DD/MM/YYYY]
[Place of issue: City]

To: [Name and surname of the recipient or department]
[Recipient’s position, if applicable]
[department, if applicable]
[Recipient’s address]

From: [Name and surname of the issuer]
Issuer’s position
Department, if applicable
Address
Telephone, if necessary
Email address, if necessary

Subject: [Subject of the memorandum]

Dear [Name of the recipient or department],

[Greeting],

[Content of the memorandum: instructions, orders, directives, important information, etc.]

[Conclusion, if applicable]

Please take note of this information and ensure that you follow it scrupulously. If you have any questions or concerns, do not hesitate to contact me at [issuer’s phone number] or by email at [issuer’s email address].

This memorandum is mandatory and its implementation is required. It takes effect from the date of issue.

Sincerely,

[Handwritten signature of the issuer (if the note is printed)]
Name (in print)
Issuer’s title
Department, if applicable
Telephone, if necessary
Email address, if necessary


This memorandum model respects the general structure we discussed earlier, including essential elements such as the company header, title, contact details of the issuer and recipient, subject, content, and conclusion. You can customize this model according to the specific needs of your company or the particular situation for which you are writing the memorandum.

[practice]: Getting started with writing memorandums or at least judging their quality


👁️‍🗨️Who should write a memorandum?

An instruction note can be written by different members of the company staff. In general, the following people are likely to write a memorandum:
The general management or direction of a company.
Department heads or operational unit managers.
Human resources and internal communication managers.

👁️‍🗨️How to assess the quality of a memorandum?

To evaluate the quality of an instruction note, it is essential to read its content carefully to check the clarity of the information and directives provided. Additionally, it is important to ensure that the memorandum is well structured and that it effectively meets its internal communication objective.

✅ Example of a high-quality memorandum:


Title: Modification of Work Hours Starting February 1st
Dear staff,

We would like to inform you that, starting February 1st, the work hours will be modified to improve the efficiency of our company. Here are the details of the new working hours:

Monday to Friday: From 8:00 AM to 12:00 PM (morning) and from 1:00 PM to 5:00 PM (afternoon).
Saturday: Closed
Sunday: Closed
These changes have been implemented after a thorough evaluation of our staffing needs and customer demand. We strongly believe that these changes will contribute to improving our service and optimizing productivity.

We understand that this may require adjustments for some of you. If you have any questions or concerns, please do not hesitate to contact the human resources department.

We thank you for your understanding and cooperation in this process aimed at strengthening our company.

Sincerely,

[Signature]

Explanation:

This instruction note is clear, concise, and well-structured. It begins with an informative title, indicates the date the changes take effect, explains the modifications made to the working hours, justifies these changes by mentioning staffing needs and customer demand, and offers the possibility to ask questions or obtain additional information. It ends with a cordial greeting and a signature, which adds a personal touch to the communication.

❌Example of a poor-quality memorandum


Title: Operations Process
Dear staff,

We have decided to make significant changes in our operations. These changes will take effect from next month. Be ready to accept and implement them. We count on your cooperation for this transition.

Thank you.

[Signature]

Explanation:

This note is very succinct and not very informative. It provides no details on the new working hours, does not justify the changes, and does not give employees the opportunity to ask questions or request additional information. It lacks clarity and professionalism, which can lead to confusion and frustration among employees. More detailed and transparent internal communication is necessary for employees to understand and accept the changes.

Distribution and measurement of the effectiveness of memorandums in a company


Distribution:

Choose the right channels: Identify appropriate internal communication channels, such as emails, intranet, physical postings, in-person meetings, etc.
Plan the timing: Publish the information note at an opportune time to maximize visibility.
Use catchy titles: Ensure that the title and summary of the note attract attention from the start.
Ensure visibility: Make access to the information note easy on online channels.
Send reminders if necessary: For critical information, send reminders or organize meetings to discuss the content.
Measurement of the dissemination of information:

Reading tracking: Use online tracking tools to monitor the number of initial readings.
Obtain feedback: Encourage employee feedback in the form of questions, comments, or suggestions.
Track actions: Ensure that the required actions are followed up to assess the implementation of the information.

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