What are the advantages of memos?

Question

What will be an ideal response?

Answer 1

Memos fill the needs for both effective internal communication and written documentation of
messages. Organizations are often large and diversified, with branches or divisions of a
company located in different states or even countries. Memos are a logical way to coordinate
the efforts of many people within an organization— especially those who do not have access to
e-mail.
a) Memos are quick: Using technology can reduce the time needed to write and send memos.
Many software programs include memo templates that make it easy to compose a memo. By
using e-mail and fax machines, a writer can quickly transmit memos to recipients.
b) Memos are inexpensive: Compared with telephone calls and meetings, memos are a costeffective way to transmit messages within an organization because all recipients receive the
same information. Using plain paper instead of letterhead or preprinted memo forms also
reduces the cost of memos.
c) Memos are convenient: Memos offer access to people who are not seen on a regular basis.
Memos also minimize interruptions for the receiver. In addition, reading a memo requires less
time than a phone call or a personal visit.
d) Memos are a written record: Memos serve as a written record for both the reader and the
writer. Memos can, for example, clarify instructions or information given orally. In many
situations, a well-written memo can help prevent misunderstandings.