A memorandum can be a report that revolves around a certain topic and that must be taken into account in a certain area.
Memorandum is a Latin word that means "thing to be remembered." The concept has several definitions and uses, as admitted by the Royal Spanish Academy (RAE) .
A memorandum is, in its basic meaning, a report that states something that must be taken into account for a certain matter or action. It can also be a notebook or notebook where the things that an individual must remember are noted.
Memorandum in diplomacy and in an organization
In the diplomatic world, a memorandum is a less solemn communication than the memory and the note , where facts and reasons that must be taken into account in the most important matters are recapitulated. Generally, diplomatic memoranda are not signed.
The RAE also clarifies that a memo can refer to a note that is sent by hand to a person within the same institution or office, or even to a bank receipt .
Although the correct word is memorandum, nowadays it is usually changed to memorandum , a plural derivation of the original word ( memorandum ).
A protocol or official document
On the other hand, the term memorandum is often used as a synonym for official letter . It is a document or written communication of an official or protocol nature used by the authorities. Its function is to relate to the highest administrative bodies.
An official letter of this type is used to communicate provisions, queries, orders and reports. It also fulfills functions of invitation, congratulation, collaboration and gratitude, among others. The letter has several parts already stipulated , such as the letterhead, the numbering, the subject , the reference and the body.
A notebook that serves as an aide-memoire can be referred to as a memorandum.
Parts of the memorandum
The first part of the memo is the header, where “MEMORANDUM” should be written to indicate the type of document from the beginning. This not only serves to begin writing but also to ensure that you have chosen an appropriate width for the edge of the page.
This title should be written in bold, using a font size equal to or larger than the rest of the text, to make it stand out enough. Regarding its alignment , it is valid both to the left and to the center. Leaving a line in the middle, we go on to mention the recipient, which can also be multiple (for example: "to all employees").
Given the formal nature of the memo, it is imperative to use formal and respectful language for the recipients, regardless of the degree of closeness that the issuer has with them outside the workplace. For example, in some companies it is the case that several of their executives have close friendships that even originated before working together; But when communicating within the office, it is important to maintain the standards of formality that all employees must abide by.
The following details may be more recipients to whom we wish to send a copy of the memo, our name, the full date and the subject. The latter is very important, since it must offer the reader a concise idea of the content of the document. It is not recommended to reduce it to a single word, but to a phrase that summarizes the idea correctly: instead of "Leaks", "Plan to combat leaks." Note that the greeting can be omitted, since it is not a letter.
As with any type of document, it is of great importance to consider who will read it. If it is an internal company memo, the type of recipient should be evaluated based on their position and specialization: it is not advisable to use technical vocabulary that they cannot understand. You should also avoid words or expressions that could offend your sensitivity, data that could put the company at risk if disclosed, and public accusations against any employee.