Official memos are short letters which serve an important purpose of making formal communication more efficient. In other words, it is a form of quick internal communication in an office.
A memo may be used for various reasons. Often, it serves the purpose of sharing an important piece of information or news with the employees. In this way, it helps in providing timely updates to the office staff. At the same time, memos can also be used as a reminder to employees about meeting timings, project deadlines, and office events.
Similarly, organizations also use memos for making formal announcements. These announcements may be about employee promotions or the introduction of a new product or service by the company. Such information may also be shared by means of emails. However, a memo serves this purpose more appropriately since it is an official written record.
Companies also use memos to issue a warning to employees regarding various issues. For instance, an employee may be warned against his/her tardiness, a missed deadline, poor performance at work or any other issue by means of a memo. In this way, staff members are informed that the company has taken notice of their actions. The concerned employees can then take remedial measures to avoid a strict action in future.
On the other hand, a memo is also an effective way of providing a quick feedback to employees. Any recommendations or suggestions can be made this way.
These were some of the most important purposes served by official memos. There can be various other reasons for sending a memo to employees or between colleagues in an office.
Memo to Staff about Duties & Responsibilities
The purpose of this memo is to clear few work ethics and your responsibilities as an employee of our organization. You have been selected as a database analyst in [ABC company] and I want you to give your joining from May 1, 2019. You will receive your job description in 2-3 days. But before that, I want to explain few aspects of being a member of database corner which you are directed to observe throughout.
Below is a list of few important and critical points that need your full focus and mindfulness. The company tolerates no negligence in implementing them.
Confidentiality: You are requested to keep the company data safe from any kind of unauthorized or illegal access.
Meeting Deadlines: You are entitled to meet the expected deadlines given by the company to provide the assigned tasks. A delay in updating the core database or performing any operation on it will result in a delay of other business functions as well. Therefore, time is of utmost importance in your respective department.
Frequent Communication: If you are dubious about any assignment and needs further assistance, just communicate with your team lead before implementing a task wrong.
Accurate Performance: Accuracy in maintaining a database and carrying its tasks holds great value. We want the information about each employee and the company to be fully accurate and complete.
Observe Time Management: Time is important for all members of the company, from manager to our guard; everybody follows the timetable set by our organization. Therefore, you are requested to do the same.
The above-mentioned points are generic for all but hold more value in specifically your department. I want you to succeed by following all rules and work ethics. You will become a trump card of victory in no time if you observe the attitude we recommend.
If you still want to discuss this further, you may visit my office during the official timings mentioned.
The Memo Template
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