Module 2a — Office
Correspondence
and Records
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Memos, minute sheets, circulars
Memoranda (memos) are documents used for communication within ILO, and sometimes externally with other United Nations agencies. Their purpose has an impact on the format: because you are sending memos to co-workers and colleagues, you do not have to include a formal salutation (greeting) or closure (yours sincerely etc.).
Memos go by different names at the ILO depending on their function:
- Memoranda refer to correspondence between headquarters and offices in the field, and between offices in the field. A Memorandum Form is available for the drafting of these messages.
- Circulars are formal memos that go out to all staff in order to provide information about regulations and policies at the Organization. A template is used to provide the structure of a circular and departments must prepare circulars according to an established policy for drafting.
- Minute Sheets are used for more specific information on events and refers specifically to internal correspondence.
For the purposes of this course, the term memo is used broadly to refer to written communications within the Organization.
Most jobs at the ILO will require memo writing at some time or other; in some jobs, writing memos takes up a large portion of work time. Whether you write memos frequently or seldom, it is important to tackle the job of memo writing as efficiently as possible and with a focus on getting the response you want from your readers.