Memorandum, Notice, Agenda and Minutes

MEMORANDUMS

Defining Memorandums
Memos are internal letters. Email is taking over their function. Some memos may be classified as reports.

Determining memorandum Form

Most large companies use standard memo
templates or printed memorandum stationary with Date, To, From, and Subject headings. Some larger companies have additional heading (Department, Plant, territory, Store Number, and such).

Figure: Illustration of good form for the memorandum using the MS Word Professional Template.

Memorandum With Special heading

Viewing Memorandum Formality

Memorandums vary widely in

formality.
Some are casual. Some are formal. Most are in between.

Writing Memorandums Because the situations involved are similar, the techniques for writing memos and email are similar. Memorandum begins directly with the objective. The necessary explanation follows. Then the specific information needed is listed in logical order. The memorandum ends with courteous words.

Writing Memorandums Continue

Memorandums differ from

letters in two major ways:
1. More likely to be in the direct order 2. Less likely to involve concern about effect

Policy Memorandums and Directives

Company policies and directives may be written
in memo form. They should be somewhat formal, direct, clearly written, and well organized. The beginning is direct and immediately identifies the situation. Clear writing and listing result in good readability. Separate listing of other measures gives order and enhances understanding. Closing personal remarks add to effectiveness.

Notice and Agenda

The notice and agenda are usually combined in
one document. Notice gives details of the type, place, day, date, and time of the meeting. Agenda is the list of topics to be discussed at the meeting. Important to send out the notice and agenda prior to meeting so that all members have notice of what is to be discussed. They can make necessary preparations for each discussion point.

Minutes of Meetings

Meeting minutes summarize the proceedings of a meeting.

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Minutes of Meetings
Include name of group, date, time, place,
name of the meeting. List names of attendees and absentees. Describe disposition of previous minutes. Record old business, new business, announcements, and reports. Include the precise wording of motions.

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Minutes of Meetings
Record the vote and
action taken. Conclude with the name and signature of the individual recording the minutes.

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