An Overview of Interoffice Memorandum

What is an Interoffice Memorandum?

Overview

Using effective communications is one of the vital functions of the Human Resource Department. The relationship between the employer and the employee is strengthened through sincere and direct open lines of communications. A healthy atmosphere in the workplace is achieved through clear and justifiable expectations from the superiors to the subordinates and vice versa.

An interoffice memorandum should be simple yet precise.

An example of an effective way to inform office workers and skilled laborers about certain issues happening in the company is through the issuance of an INTEROFFICE MEMORANDUM. The Merriam-Webster Dictionary defines a memorandum as an informal record; a written reminder or an informal written note between two employees of the same company.

An interoffice memorandum is not solely made by high ranking officials of the company; in some instances, a rank and file employee may send this kind of document addressed to the administrators or officials should a situation to do so arises. For example, an ordinary employee, for example: a graphic artist may wish to send a simple memo to his immediate superior to report the completion of a specific design project.

In the Philippines, most office workers have that notion that memoranda are only made for employees who have done something wrong and who have committed violations in the course of their jobs. A memo does not only perform such function. In general, this document is an effective means of communication and acquiring the skill to write it can lead to the path of better interpersonal relationships among colleagues or even among administrators and subordinates.

An interoffice memorandum can be printed to provide hard copy or it can also be sent through intranet systems such as Microsoft Outlook.

Meaning and Definitions

Plural – memoranda or memorandums
Singular - memorandum

An interoffice memorandum is a document written by an employee to another employee within the same organization. It is a kind of informal letter which may serve any of the following purposes: to provide vital data, to send a request, to disseminate information regarding policies that need to be implemented in the company. Such document may also serve as the initial step to call the attention of an erring employee and to remind him about an offense that he may have committed consciously or unconsciously. It may also be the first step to warn an employee about possible disciplinary actions in pursuant of the sections covered in the Code of Discipline of a specific company.

A memorandum is an important letter in an office where there is a need for open lines of communication for a smooth, effective and efficient exchange of information. Compilation of memoranda will also serve as future references that will benefit the administrators and employees as well.


While a formal letter has “formal words” in it, an interoffice memorandum contains “everyday language” that is used to simply convey information. If you wish to get more information about the difference between a formal business letter and an interoffice memorandum, visit this link.

“Some” Guidelines in Writing

As a part of the Human Resource Team, it is deemed necessary that you are equipped with the knowledge on the proper way to write an interoffice memorandum. Here are some guidelines to help you:

Be familiar with the addressee. If the target receiver is someone holding a higher position, be careful with the kind of language that you use. Remember the powerful adage; “respect begets respect”. Getting a message across does not mean that you will disregard positive values along the way. Be on guard with the data that you will put in the content of your memo. Make sure that your sources are reliable and give direct references.

Use simple language. An office document is not a form of literary fiction. It should be direct to the point, don’t beat around the bush. Bear in mind that the people you work with are as busy as you are. If you can put across an important message in a paragraph or two, you may do so. Avoid using technical terms that may turn out to be unfamiliar to the receiver.

For a detailed representation of these guidelines, you can visit this link: Guidelines in Writing an Interoffice Memorandum

Standard Format of an Interoffice Memorandum

An interoffice memorandum should include the following details but not limited to:

- the main topic of discussion
- if necessary, the background information or a brief summary
- the document may contain graphics representing a visual explanation or reason why a memo is being issued

If you are new employee in a Human Resource Department, you may want to check out if there is already an existing format or preferred design in writing an interoffice memo. There are many layouts that we can utilize in order to write an effective interoffice memorandum. But the most commonly used format is this:

TO: -----------------
FROM:
DATE: -----------------------
SUBJECT: states the particular concern in capsule form.
INTRODUCTION: gives the reason for writing the memo.
BODY: provides instructions, reminders or other matters that need attention.
CONCLUDING STATEMENT: tells what kind of response or feedback the sender wants to have.

SAMPLE of an Interoffice MEMORANDUM TEMPLATE of Human Resource Management Department to an employee:

------------

TO: Maribel F. Lacson
FROM: Mike J. Herald, Human Resource Department Head
DATE: August 20, 2013
SUBJECT: Submission of Quarterly Accomplishment Report

Ms. Lacson,

The Human Resource Department is currently in the process of compiling all quarterly accomplishment reports of personnel for the regular evaluation of the employees’ performance. You are hereby reminded to submit the said report on August 23, 2013 together with pertinent documents or certifications as attachments.

You may present your report using this format:

Objectives    Activities    Success Indicators     Time Frame        Remarks

_______ _____________ _________________ __________ _____________

_______ _____________ _________________ __________ _____________

Feel free to ask questions regarding the task on hand.

Mike J. Herald
HRD Head

------------

Additional Info

Using this form of communication will pave the way to expedite transfer of information and to speed up response from the addressee as the case may call for.

Unlike business letters, a memorandum clearly states its purpose in just a few sentences and without the usual salutation and inside address utilized in business letters. Moreover, it uses simple language that may be totally different from the formal written communications in the corporate world. Since the target receivers of memos are employees, it is advisable that the message will be put across in the most concise and explicable way.

On the other hand, a simple but clear interoffice memorandum from an employee to an employer will save the precious time of the former who is expected to have a busy day and is likely to read piles of written communications.