Assignment 3
1. MEMO IS :
· a
hard-copy (sent on paper) document
· used
for communicating inside an organisation
· usually
short
· contains
To, From, Date, subject headings and Message
sections
· does
not need to be signed, but sometimes has the sender's name at the bottom
to be more friendly, or the sender's full name to be more formal. If in doubt,
follow your company style.
Memo writing is something of an art form.
A letter is not a memo, nor is a memo a letter. A memo is a short, to the point
communication conveying your thoughts, reactions or opinion on something. A
memo can call people to action or broadcast a bit of timely news. With
memo writing, shorter is better.
As with all writing, memo writing needs a
structure. Because they are short, rambling meanderings will soon destroy the
memo’s effectiveness and become a waste of productive time to those that read
it and to the person who wrote it.
If you have something longer than a page,
it’s better to send it as an attachment or a document that follows the memo
used as a cover letter. Never make a memo too long. If someone takes a glance
at a memo that appears to be too long, there’s a good chance it will be set
aside for a time when they aren’t busy. This can defeat your memo’s purpose
which is timely communication.
2. MAIL :
The mail or post is a
system for physically transporting documents and other
small packages, as well as a name for the postcards, letters,
and parcels themselves. A postal service can be private or public,
though many governments place restrictions on private systems. Since the
mid-19th century national postal systems have generally been established
as government monopolies with a fee on the article prepaid. Proof of
payment is often in the form of adhesive postage stamps, but postage
meters are also used for bulk mailing. Modern private postal systems are
typically distinguished from national postal agencies by the names "courier"
or "delivery service".
Postal authorities often have functions
other than transporting letters. In some countries, a Postal Telegraph and
Telephone (PTT) service oversees the postal system as well as having
authority over telephone and telegraph systems. Some countries' postal systems
allow for savings accounts and handle applications for passports.
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