WRITING MEMOS AND LETTERS | MODULE - 23

Writing Memos and Letters – Module 23 | NIOS Class 12 English Summary, Format & Writing Tips

📘 Introduction

Communication is the foundation of every successful organization and relationship. In both professional and personal settings, writing clearly and purposefully is essential. Module 23 of the NIOS Class 12 English syllabus introduces students to two key forms of written communication: memos and letters.

While both aim to convey messages, memos and letters are used in different contexts and follow different formats. This lesson helps learners understand when to use a memo or a letter, how to structure each format correctly, and how to write effective complaint and enquiry letters with confidence.

📎 What Is the Difference Between a Memo and a Letter?

Understanding the key differences between memos and letters helps choose the right format for a given situation:

Aspect Memo Letter
Purpose Internal communication within an organization External communication with individuals or firms
Style Brief, direct, and action-oriented Formal, polite, and structured
Format Plain sheet or memo form Usually on letterhead (official documents)
Audience Colleagues, managers, departments Clients, customers, officials, institutions
Tone Neutral and business-like Formal and courteous

🧾 23.1 Writing Memos

📌 What is a Memo?

A memo (short for memorandum) is a short message used for internal communication. Memos are used to inform, remind, instruct, or alert people within an organization.

🛠️ Structure of a Memo:

  1. Heading Section:

    • To: Recipient(s)

    • From: Sender

    • Date: Full date (e.g., 12 March 2025)

    • Subject: Clear, precise topic of the memo

  2. Body:

    • Opening line – Clearly states the purpose (e.g., "This memo is to inform all staff...")

    • Details – Key instructions or information, preferably in bullet points

    • Polite Closing – Ends with a call to action or appreciation

📄 Example Memo:

MEMORANDUM  
Date: 4 November 2024  
To: Security Manager  
From: Director (Building)  
Subject: Tightening Security Measures  

In light of recent thefts in the parking shed, the following steps must be taken:  
- Issue ID cards with photographs to all staff  
- Allocate permanent parking tokens  
- Appoint a full-time caretaker for the premises  

Please submit a compliance report by 10 November.  

Sd/-  
Director (Building)

✅ Tips for Effective Memos:

  • Keep it short and clear

  • Use bullet points for readability

  • Avoid unnecessary jargon or emotion

  • Focus on specific instructions or updates

✉️ 23.2 Writing Letters

Letters are a more formal method of written communication, especially when addressing someone outside your organization. There are two types of letters covered in this module:

  1. Formal Letters – Used for business, complaints, and official communication

  2. Informal Letters – Used in personal communication (not the main focus here)

📌 Structure of a Formal Letter:

  1. Sender’s Address (top-right corner)

  2. Date (just below the sender’s address)

  3. Recipient’s Address (left margin)

  4. Salutation (e.g., Dear Sir/Madam)

  5. Body:

    • Introduction: State the purpose of the letter

    • Main Content: Give relevant details, references, or explanations

    • Conclusion: Clearly request the desired action

  6. Closing Phrase (e.g., Yours sincerely) + Signature

📝 23.2.1 Complaint Letters

A complaint letter is written to express dissatisfaction with a product or service. The tone should remain polite but firm.

📄 Example Complaint Letter:

Rocky Pens  
Mayapuri, Delhi  
24 December 2023  

Neverlock Pens  
Okhla, Delhi  

Subject: Complaint Regarding Defective Pen Supply (Invoice NL/RP/FP/2023)  

Dear Sir,  

We received your delivery of 500 pens, but only 100 are functional. The remaining pens have:  
- Cracked caps  
- Dry or empty refills  

Please arrange for the replacement of the 400 defective pens at the earliest
 A copy of the invoice is enclosed for your reference.  

Sincerely,  
A.D. Gupta

✅ Tips for Complaint Letters:

  • Attach proof (e.g., invoice, receipt, photo)

  • Be clear and factual

  • Maintain a professional tone

  • State what resolution you expect (refund, replacement, etc.)

❓ 23.2.2 Enquiry Letters

An enquiry letter is written to request information, such as product details, services offered, or course fees.

📄 Example Enquiry Letter:

Trendy Furniture Ltd.  
Bhopal  
2 January 2025  

To: Principal  
SJ Public School  
Delhi  

Subject: Enquiry Regarding Furniture Tender  

Dear Sir,  

With reference to your advertisement in the Indian Express dated 28 December 2024, 
we wish to know the following:  
- Total number of desks and benches required  
- Delivery timeline  
- Discount terms for bulk orders  

We offer a 10% educational discount to institutions. We look forward to your response.  

Sincerely,  
S.K. Jha

✅ Tips for Enquiry Letters:

  • Refer to source of enquiry (e.g., ad, brochure)

  • List questions clearly

  • Keep tone professional and polite

  • Mention any offers if applicable

✍️ Practice Prompts from the Module:

  • Write a complaint letter for receiving a cotton saree instead of a silk one

  • Write a memo informing staff about exam duty schedules

  • Draft an enquiry letter for information on NGO volunteering

  • Complete this memo: "This memo is to inform all staff that due to the upcoming event..."

📌 Key Takeaways

  • Memos are short, action-oriented messages used internally.

  • Letters are more formal and used for external communication.

  • In a complaint letter, always state the issue clearly, attach evidence, and be polite.

  • In an enquiry letter, ask specific questions and mention relevant references.

  • Always proofread your writing for grammar, clarity, and tone before sending.

📝 Final Moral / Life Lesson

Clear and respectful written communication builds trust, solves problems efficiently, and creates professional credibility. Whether you are drafting a memo to a colleague or writing a letter to a client, your words reflect your intent, attitude, and clarity of thought.

📘 Disclaimer:

This summary is designed to support learning and revision for NIOS Class 12 English students. It is based on the official syllabus and adapted for clarity and academic purposes. Please refer to your official NIOS textbook for detailed instructions, tasks, and examples.

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