Business writing (деловое письмо). Палагина С.С. - 88 стр.

     6 Unit VI In - company communications

      6.1 Memorandums

     In modern business, the exchange of ideas, information, and policies within the
organization is a vitally important function. In essence, this function is carried on by
what we may properly think of as “internal letters,” in contrast to the letters
previously discussed in this book, which go to readers outside the organization. The
memorandum, or, as it is sometimes called, the interoffice letter or intraorganization
report, plays three important roles:

     1) It maintains a flow of information across the levels or ranks of an
organization, as when an employee in one department sends a memorandum to a
counterpart in another department or office;
     2) It conveys information and policy procedure both up and down within the
organization, as when a subordinate writes a memorandum to a superior or when a
vice-president notifies his or her staff of a policy change or sends information on to
subordinates;
     3) It serves as a reminder, as Lewis Carrol points out, and maintains a permanent
record of discussions, meetings, activities, changes, procedures, or policies.

     These three functions clearly show why the earmark of most successful
organizations is their ability to maintain a continuous flow of information both
horizontally and vertically.
     The importance of the memorandum to the organization is matched by its
significance to the individual’s career. The ability to write clear, concise, readable
memorandums stands high on the list of qualifications that make successful careers in
business. It is no exaggeration, to paraphrase an old saying that in modern business
one is known by the memorandums one writes.
     The standards set for writing memos and internal correspondence should
be just as high as the standards set for communicating with those outside the
company.
     The essence of written communication in any form involves three factors – the
reader, the writer, and the information or ideas to be conveyed.

      6.2 The Reader

     Generally speaking, writers of memorandums have the great advantage of
knowing their readers personally since they work for the same company. To
capitalize on this familiarity by taking the reader‘s point of view, the writer of a
memorandum should answer the following questions about the reader. (And if the
memo goes to more than one reader, the same questions should be raised about the
group of readers.)


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