A Guide to Business Writing: Memos, circulars, reports and proposals (I), by Yusuf Alhaji Lawan
When I was a 300-level student, over two decades ago, I offered a course, Managerial Communication. I was so enthralled with the course, not only because of the content but also the tutor. He’s such a brilliant asset that everyone loves listening to. He taught us seamless styles of writing business letters and other managerial communications that are hitherto relevant in the journey of life. After my graduation and the compulsory National Service, I got myself out of the labour market and transformed from being an unemployed youth to an employed adult. As I grew older in service, I began to fathom the practical application of the knowledge acquired.
A saying goes that “administrators communicate in writing”. This statement succinctly elaborates on the importance of written communication in exchange of mail in the workplace. The growth and development of any enterprise depend largely on effective communication. The ability of an organisation to institutionalise a vibrant system of communication, especially in writing, within management and with subordinates as well as the public serves as a distinguishing feature that the establishment adheres to standards and is determined to succeed.
Understanding the system of administration avails one the opportunity to have a wonderful career in the public or private sector. This article aims to provide brief explanations meant to acquaint top-level management, secretaries, administrators and other categories of staff with the nitty-gritty of writing official correspondences for professionalism and hitch-free official communication. Here, we shall be discussing a few documents which are perceived as common in official settings for the benefit of readers.
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i. Memorandum: A memorandum, also called a memo, is a type of business document used for internal communication within an organisation. It is typically used to communicate important information, instructions, or requests. Memos are usually brief, direct, and maybe hardcopy or soft copy.
Essential parts of a memo include; heading, recipient, subject, message, and signature. The heading should include the name/designation of the sender, the date, and the name/designation of the recipient. The subject should be a brief description of the purpose of the memo. The message should be concise and to the point, using short paragraphs and bullet points where necessary. The signature should be underneath, the name and title of the sender.
Generally, memos are written by someone in a supervisory or managerial role, such as a department head, manager, or supervisor. They are typically sent to other employees within an organisation, such as coworkers, subordinates, or superiors. Memos can also be sent between departments or teams within a corporation.
While memos are usually written by someone in a supervisory role, there are times when a subordinate may need to write a memo to a superior. This could happen, for example, when he has a request or suggestion for a superior, or when he needs to provide an update on a project or task.
Similarly, there are a few things to avoid when writing a memo. First, it’s discouraged to use flowery language or to be overly creative. Keep the memo short and to the point. Second, avoid including too much information or data. Only include the most relevant information and use bullet points or short paragraphs to make it easy to read. Third, make sure the memo is clear and easy to understand. Avoid using technical jargon or complicated language and finally, proofreading a memo before dispatch is essential. This is to ensure that it’s error-free and also carries the intended message for easy comprehension.
However, there are organisational styles of writing memos that are peculiar to individual establishments. No matter how beautiful or unique it is, it must conform to the norm and acceptable standard of writing a memo.
ii. Circular: A circular is a type of communication that is used to provide information or instructions to a large group of people within an organisation. Circulars are often used to announce new policies, and procedures, or to provide updates or news about a firm. They may be distributed via email, posted on an internal website, or printed in hard copy.
In most organisations, circulars are typically written by someone in a senior management position, such as the Chief Executive Officer, or a department head. However, in some cases, a circular may be written by a department or team leader who is not a senior manager. The person who writes the circular will usually be identified in the document, either by name or title.
There are a few things to avoid when writing a circular. First, it’s important to avoid using jargon or unnecessary technical language. The goal of a circular is to provide clear and concise information, so it’s better to use simple language. Second, it’s important to avoid making the circular too long or wordy. Try to get to the point quickly and avoid too many details. Lastly, proofreading a circular before releasing it to the intended recipient(s) saves one from being misunderstood and also from embarrassment.
Mastering the art of writing memos and circulars simplifies tasks and ensures effective communication which guarantees steady growth and development of organisations.
Yusuf Alhaji Lawan writes from Hausawa Asibiti Ward, Potiskum Yobe State. He can be reached via nasidi30@gmail.com.
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