Memo vs. Office Order vs. Press Release
In business, using the right communication tool is essential. A message to your team is very different from a formal company directive or an announcement to the media. This guide breaks down three key types of written communication: the Office Memorandum (Memo), the Office Order, and the Press Release.
1. Office Memorandum (Memo)
A memorandum (or “memo”) is a short, informal piece of writing designed for communication within an organization.
Its name comes from “a note to help the memory.” A memo is sent between individuals who work at the same company, often as a reminder, a request, or a quick update.
Key Characteristics
Internal: Used only inside the company.
Informal Tone: It is less formal than a letter and often has a friendly tone. It does not require formal elements like a salutation (“Dear…”) or a complimentary close (“Sincerely…”).
Concise: It is short, clear, concrete, and specific.
No Emotional Appeal: It is a straightforward, functional document.
Common Uses of a Memo
To provide brief information or issue instructions.
To communicate minor policy changes.
To make a request (e.g., asking for a meeting).
To seek tips or ask for help.
To record or confirm an agreement reached on the telephone.
To establish accountability.
When not to use a memo: A memo is not proper for complex, serious, or lengthy conversations.
2. Office Order
An office order is a formal, authoritative communication issued by an employer or a senior authority. It is a form of downward communication that employees are bound to accept.
This document carries the stamp of company authority. It is not a request; it is a directive that must be followed.
Key Characteristics
Internal & Formal: Used inside the company and is highly formal and official.
Binding: It is a directive, not a suggestion. Employees must comply.
Downward: It flows from the top of the organization (management) down to the employees.
Precise: It must be short, to the point, and clearly specify the information to avoid any misinterpretation.
Written: As a formal course of action, it should always be a written document.
Common Uses of an Office Order
Announcing promotions, postings, or transfers.
Detailing a suspension, discharge, or disciplinary proceeding.
Granting privileges or sanctioning annual increments.
Imposing new rules, regulations, or restrictions.
Enforcing a specific course of action.
3. Press Release (News Release)
A press release (or news release) is a short, compelling news story written by a public relations (PR) professional. It is an external communication sent to targeted members of the media (journalists, publications, news channels).
The goal of a press release is not to sell a product, but to “pique the interest” of a journalist so they will decide to write their own story about your company’s news.
Key Characteristics
External: Sent outside the company to the media.
Journalistic Style: It must be written in the third person (e.g., “The company announced…” not “We are announcing…”).
Newsworthy: It must be about something new, interesting, or unique.
Factual, Not a Sales Pitch: It must be factual. If it sounds too promotional, journalists will ignore it and it will lose credibility.
Contains the 5 Ws: It must provide all the essential information: Who, What, Where, When, and Why.
Standard Structure of a Press Release
Contact Information: The name, phone number, and email of the PR contact person.
Headline: The most important part. A short, intriguing title that summarizes the news.
Dateline: The location and date of the release (e.g., “Lucknow, India – November 9, 2025”).
Lede (First Paragraph): The most critical sentence. It summarizes the entire story (the 5 Ws) in 25 words or less.
Body: Provides more details, context, and quotes from key people.
Boilerplate: A short, standard “About Us” paragraph at the very end that describes the company.
- Call to Action: Tells the journalist what to do next (e.g., “To find out more, contact…”).
