Difference Between Memo and Letter

Introduction

A memo is a short official note used to tell, guide, or advise people in the same organization. But when dealing with people outside the organization, like customers, suppliers, or government agencies, businesses use a different communication tool called a business letter. A letter is a short message sent by a company to people or entities who are not part of the organization.

Big companies need a good way to share information quickly, both inside and outside the organization. While phones are great for instant communication, written methods are better for keeping evidence. Written records like memos, notes, letters, circulars, and orders are used by the organization for this purpose.

Definition of Memo

A memo, short for memorandum, is a note or record used for future reference. It's a brief message used informally within the organization to share information in writing. Sometimes, it's called interoffice communication, office memorandum, or interoffice correspondence instead of a memorandum.

The main purpose of memos is to share business policies, procedures, or other official matters. They are written from one person to many. They can be used for various purposes, such as sharing news, giving directions, or providing information to multiple recipients, as well as calling people to action or meetings.

Memos can have an informal tone and use personal pronouns. They don't need a greeting or closing like in formal letters.

Definition of Letter

A business letter is a written message that's longer and addressed to someone outside the organization, like a supplier, customer, manufacturer, or client. It begins with a professional greeting, usually written in the third person, and ends with a polite closing and signature.

The style of drafting a letter depends heavily on the relationship between the sender and receiver. These letters serve various purposes such as requesting information or feedback, placing orders, expressing complaints or grievances, making inquiries, or following up on previous communications.

The letter is written, typed, or printed on company letterhead paper, which includes details such as the company's name, address, and logo. Since business letters serve as evidence for both parties involved, they need to be polite, courteous, and respectful to ensure a prompt response.

Key Differences Between Memo and Letter

The following details clarify the distinction between a memo and a letter:

1. A memo is a brief, informal message used to communicate specific information within the organization. On the other hand, letters are a form of written communication containing a concise message addressed to someone outside the business.
2. Memos are informal and concise, getting straight to the point. In contrast, letters are formal and typically contain more detailed information.
3. Memorandums are primarily used internally within an organization, such as between departments or by managers, to inform subordinates. On the other hand, letters are typically used externally, being exchanged between two businesses or between a company and its clients.
4. Letters are generally longer compared to memos.
5. Signatures are not necessary in memos since they are typically used within the organization. However, letters should be signed by the sender.
6. Memos are written to inform or direct a department or group of employees about a specific matter, often in a one-to-all perspective, resembling mass communication. In contrast, letters are more private as they are addressed to a specific party or client, making them a form of one-to-one interpersonal communication.
7. Technical jargon and personal pronouns are commonly used in memos. In contrast, letters typically avoid technical jargon and use easy-to-understand terms. Additionally, letters are written in the third person.

Difference Between Memo and Letter

Conclusion

A memo is a vital tool for business communication, used to share specific information with many individuals within the same organization. It plays a significant role in documenting day-to-day business activities and can be referenced in the future.

On the other hand, letters are regarded as the most effective form of written communication for exchanging information with external parties. They are instrumental in providing or requesting information from outside sources and can influence the recipient to act according to the sender's wishes.