Re:

noun: memorandum; plural noun: memoranda; plural noun: memorandums

A note or record made for future use.
"the two countries signed a memorandum of understanding on economic cooperation"

That's what I got when I “Googled” “memorandum.” I had been thinking of my days as an administrator when I did so, and I also pulled up a mildly satirical essay that I wrote on administration a few years ago. The main content was a quiz allegedly designed as an examination for administrators. I include here one question – one that relates to memos. Its focus is on the distribution of the document but, unfortunately, it is more realistic than the dictionary definition – at least based on my experience in the field:

5. The primary purpose of copying someone on a memo is

         a. to cover yourself

         b. to get him or her involved

         c. to support the paper industry

         d. I don't understand the question

The Google^® definition is fine as far as it goes, but it only mentions the nominal purpose of memoranda, and is thus somewhat misleading. The actual purpose may be entirely different and I'd like to dilate a little on what is often the actual purpose of this tool. (By the way, the correct answer for an administrative wannabe is d. Indeed, that is the safest answer for an administrator to give to any question.)

It is certainly the nominal purpose (and occasionally the actual purpose) of a memo to convey information from the sender to the addressee, whether or not that addressee is ever furnished a copy of the document (see below). That information may be new or a reminder of something discussed earlier. Ideally, that would be the sole purpose of such a message but, unfortunately, it's not. The definition above, “A note or record made for future use,” is right on the money. What is lacking, however, is a full exposition of what that “future use” might be. And that use may relate to any of three individuals – the sender, the addressee, and someone who is “copied” on the document. I'll deal with them in sequence.

The sender has something to say (if only to cover himself). The initial assumption is that it is true, though that is not always the case. The purpose of the memo is to be sure that the recipient is informed of its contents. In theory the memo will ensure this result, although that is not always the case – especially if the words are ambiguous. Actually, that may be the intent. If the sender's goal is to confuse or weaken the recipient, such language is well suited to that purpose. However unclear the message, though, the addressee is likely to use what he understands to be the information in what he believes to be a productive manner.

If the information is false, however, and the recipient does not know this, it could cause him to make an error. Of course that may be the aim of the sender, especially if the recipient is a rival. There are times, however, when the recipient would recognize the mendacity of the contents but your goal is to memorialize your version without giving him the opportunity to gainsay it. That problem is easily solved by not sending him a copy, but saving the original as “proof” that it was sent, while his failure to deny what was said could possibly benefit you if there would be any dispute in the future – possibly after he has forgotten the entire incident. A memo that contains information that might be harmful to another may or not be sent to him, but should certainly be copied to others (cc – more on this subject to follow). If you don't want him to know that you're setting him up or making a fool of him, use “blind” copies (bcc). Another use of blind copies involves those times when you want him to believe you are on his side although the opposite is the case. (Of course you'll make the recipients of the copies known to him if the goal is to antagonize.)

I'm already discussing the goals of the sender, so let me continue. Apart from designs on the addressee, the author of the memorandum may simply be trying to improve his own image in the eyes of the recipient or those copied. One way he can do this is by correctly “predicting” the results of some action or policy. The best way to do this is prepare contradictory memos and file them for future use. Neither should actually be sent out, even though they should be addressed to someone in authority. When the time is right the “sender” will only pull out the correct prediction and, if the “recipient” claims he never got it, insist that it must have been lost in the mails (or, if the sender can get away with it, that the addressee must have forgotten).

I've mentioned the parties copied, but the context was their viewing pleasure – as they recognized your own brilliance and the incapacity of your target. But listing them as cc or bcc also has the advantage of making them parties to whatever is contained – whether you actually sent it to them or not. That involvement, too, may be valuable for the “future use” of which the definition speaks.

Some final notes about memos are in order. Remember that a memo can be sent electronically or using hard copy. Electronic messages may be the easiest for record keeping and as evidence should it be needed. But that coin has two sides. Depending on the skill and expertise of staff, it may be easier to determine whether electronic messages were actually sent. So when you anticipate a future dispute and you don't want one party or another to know that something was not sent and received, paper may be the medium of choice. Style should also be considered carefully – whether you wish to sound sincere, superior, or snarky. Snarky is ideal when you're in the process of humiliating someone.

And, of course, it's important to decide in advance how you'll respond (if you choose to do so) to a memo sent by someone else, or to the failure to receive an anticipated message. Bearing in mind the possible implications, especially those outlined above, it would be prudent to have a plan of action in mind beforehand – one that puts the other party on the defensive when he thinks he has the upper hand. Memoranda are a minefield. Caution is warranted.

Next episode: “Writing It Right” – “PC Writer?” No. That might result in a lawsuit.