The different categories are as follows: 1. Request Memo 2. Confirmation Memo 3. Periodic Report Memo 4. Expense Report 5. Other Memorandum.
A request memo is written to ask someone for something. For example, a manager might write a request memo to his or her staff member to find out if they would like to go to lunch one day this week. A confirmation memo is written to confirm that something has been done or said. For example, a customer service representative might write a confirmation memo to her manager that she has called the client who had not returned her call. A periodic report memo is written to report on some happening or event. For example, a salesperson might write a periodic report memo to her manager informing him of how many new customers he had introduced to the company over the last month. An expense report memo is written to record an employee's expenses. For example, an accountant might write an expense report memo to submit with her own expenses when taking vacation time. A other memorandum is any other type of memo. These include advice memos, briefing memos, close-out memos, and so forth.
As you can see, memoranda come in many forms and are used for many things.
Memos are commonly used for the following purposes:
You may be required to produce four sorts of memos, each with its own organizational format: information, problem-solving, persuasive, and internal memo proposal. A memo is formatted differently than a letter and has a more casual appearance and tone. It is usually less formal than an email message.
Information memos are used to distribute detailed information about issues before they are discussed in a meeting. The purpose of this sort of memo is to provide as much background information as possible for those who might not have seen the material previously. Information memos should be concise and give readers enough detail so that they can make their own judgments about what needs to be done. They should avoid giving away company secrets or other confidential information.
Problem-solving memos are used by groups to discuss issues before deciding on actions to take. The purpose of this sort of memo is to come up with alternatives for resolving problems or achieving goals. Users will add their ideas to the memo, which then becomes the basis for a group discussion/argument aimed at finding the best solution. Problem-solving memos should not only identify the problem but also suggest solutions that have not been considered before. You should always write your memos in a way that gets others' opinions across clearly, without being argumentative or offensive.
Persuasive memos are used by individuals to argue for or against a particular action.
Information memoranda are written documents that inform others about a project or activity. They outline the need for action, describe the project or activity being undertaken, and provide other relevant details.
Problem-solving memoranda are written documents that solve problems. They usually include a description of the problem to be solved, alternative solutions to the problem, evaluations of these solutions, and recommendations on which solution to use. Problem-solving memoranda can also be used to record decisions made by management. These memos should not be used to request actions from staff members nor should they be used to express opinions about issues before them; instead, comments and opinions should be included in briefing papers presented to managers.
Persuasive memoranda are written documents that try to influence others to take action or believe something. Persuasive memos are similar to problem-solving memos but include discussions of the reasons why particular solutions should be chosen over others, and attempts are made to show how certain alternatives would be worse than the situation that they are trying to resolve. The main purpose of persuasive memos is to help managers decide what actions should be taken.