Which is not one of the advantages of sending a memo?
A. It provides a written record that can be placed on file.
B. It indicates that the information it contains is part of organizational procedures because it is on company letterhead.
C. It serves various functions of communication within the organization.
D. It can replace personal interaction.
Answer (2)
The option that is not an advantage of sending a memo is D, as while memos serve many purposes, they cannot replace the value of personal interaction. Memos are best used in conjunction with direct communication. Hence, they complement rather than substitute interpersonal interactions.
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In the context of business communication, memos are an important tool used for internal communication within an organization. The question asks which of the given options is not an advantage of sending a memo.
Let's examine each option:
Option A: It provides a written record that can be placed on file.
Memos are a formal way of communicating within an organization, and they serve as a written record of communications or decisions made. This is indeed an advantage as it keeps track of important information over time.
Option B: It indicates that the information it contains is part of organizational procedures because it is on company letterhead.
Memos often have a standardized format and can be on company letterhead, making them appear formal and official. This serves to reinforce the seriousness and relevance of the content, aligning it with organizational procedures. This is an advantage.
Option C: It serves various functions of communication within the organization.
Memos are versatile tools used for various purposes, including announcements, updates, instructions, and formal internal communication. As they serve multiple communication functions, this is an advantage.
Option D: It can replace personal interaction.
While memos are an effective communication tool, they cannot replace the nuances and immediate feedback occurring in personal interactions, such as meetings or face-to-face conversations. Personal interactions allow for immediate clarifications, emotional cues, and dynamic dialogue, which a memo cannot provide.
Hence, the correct answer is Option D : It can replace personal interaction. This is not an advantage of sending a memo as memos cannot substitute for the benefits of personal interactions.
