Directive vs. Memo

Attribute	Directive	Memo
Formality	Formal	Less formal
Scope	Broader	Specific
Legal Status	Legally binding	Not legally binding
Issuing Authority	Higher authority	Lower authority
Purpose	Provide instructions	Communicate information

Introduction

Directives and memos are both forms of written communication used in organizations to convey important information, instructions, or decisions. While they serve similar purposes, there are distinct differences between the two that make each suitable for specific situations. In this article, we will compare the attributes of directives and memos to understand their unique characteristics and when they are most appropriate to use.

Definition and Purpose

A directive is a formal instruction or order issued by a higher authority within an organization to guide the actions of subordinates. It is typically used to communicate policies, procedures, or expectations that must be followed. Directives are often authoritative in nature and carry a sense of urgency or importance. On the other hand, a memo, short for memorandum, is a brief written message used for internal communication within an organization. Memos are usually less formal than directives and are commonly used to inform employees about meetings, announcements, or updates.

Format and Structure

Directives are typically structured in a formal manner, with a clear title, date, recipient, and a detailed explanation of the instructions or orders being given. They often include specific action items or deadlines that must be followed. In contrast, memos are more concise and to the point, with a brief introduction, body, and conclusion. Memos may also include headings, bullet points, or numbered lists to organize information in a clear and easy-to-read format.

Tone and Language

The tone of a directive is usually formal, direct, and authoritative, reflecting the hierarchical structure of the organization. Directives are written in a commanding tone to ensure that the instructions are followed without question. In comparison, memos have a more casual and conversational tone, making them less intimidating for employees to read. Memos may use friendly language and a more relaxed writing style to engage the reader and convey information in a friendly manner.

Scope and Audience

Directives are typically issued by senior management or department heads to communicate important policies, procedures, or decisions that affect the entire organization or a specific department. Directives are usually directed at a wide audience and are meant to be followed by all employees. On the other hand, memos are usually targeted at a specific group of employees or departments within the organization. Memos are used to communicate information that is relevant to a smaller audience and may not be applicable to all employees.

Legal Implications

Directives may have legal implications if they involve policies, procedures, or decisions that affect employee rights, responsibilities, or working conditions. It is important for directives to be clear, consistent, and compliant with labor laws and regulations to avoid any legal issues. Memos, on the other hand, are less likely to have legal implications as they are typically used for routine communication and do not involve significant policy changes or decisions that could impact employee rights.

Effectiveness and Communication

Directives are often more effective in conveying urgent or critical information that requires immediate action or compliance. The authoritative tone of directives helps to ensure that employees understand the importance of the instructions and follow them accordingly. Memos, on the other hand, are effective for routine communication that does not require immediate action. Memos are useful for sharing updates, announcements, or meeting reminders in a timely and efficient manner.

Conclusion

In conclusion, directives and memos are both valuable tools for communication within organizations, each serving a specific purpose and audience. Directives are formal, authoritative instructions used to convey important policies or decisions to a wide audience, while memos are more casual, concise messages used for routine communication within specific departments or groups. Understanding the attributes of directives and memos can help organizations choose the most appropriate form of communication for different situations and ensure that information is effectively conveyed to employees.