It has come to our attention that some people think that a memo is just a short letter. Not so! Details to follow.
That’s a note. Perhaps shorter than most, but it is a memorandum and not a letter.
Letters and memoranda (gold, memos) are similar in many ways, but serve two different purposes. Knowing the distinctions is important to producing the type of document you are being asked to write.
First we will look at some shared features. Both letters and memos:
– use similar formatting styles
– are sent in hard copy via an internal or external delivery system
– can be typed or printed from a computer file
– address a specific topic
– provide information or try to provoke a desired reaction from the recipients
There are two very important characteristics that distinguish a memorandum from a letter. The first is that the letters are specific and the memos are general. That means the letters usually go to specific recipients. They are written hand in hand. Memos are not generally considered private communications. They are usually addressed to multiple recipients. There may be dozens, hundreds, or thousands of people receiving the same memo. That means the chances of a memo being read by someone to whom it isn’t addressed are much higher than a letter. The memos are posted on bulletin boards and left on the tables. There is nothing private in a memo.
The second is that letters can be as long as the writer wants, while memos are written in a very condensed way with a lot of information in a very little space. Nothing unnecessary is included. There is no Dear goldSincerely in a note. Just the facts.
A note can have several purposes. Can:
– distribute news and information to multiple recipients
– transmit thoughts or opinions for an immediate reaction
– call people to action or a meeting
The single most important difference between a letter and a memo is that a memo is short and to the point.
Note: Technically, the plural of memorandum is memorandumbut you probably shouldn’t use it unless you’re writing in a very high-level academic situation.