Memorandum Writing

What is memo?

Memorandum (plural memoranda)

Affectionately called a memo, is a written

communication from one person to another
(or a group of people) within the same
organization.

Purposes of Memos

To inform of decision, actions etc.

To request decisions, actions etc.

To remind someone of action required

To provide information of any kind

Types

Interoffice/Inter-office Memorandum

Intraoffice/Intra-office Memorandum

A memo might be a directive, a request, a

response to an enquiry, or a report on some
project.

Parts of a Memo
Heading Segment
The heading segment follows this general
format:
TO:
(readers' names and job titles)
FROM:
(your name and job title)
DATE:
(complete and current date)
SUBJECT: (what the memo is about,
highlighted in some way)
NOTE: A memo does not include a salutation or

complimentary close, but it will usually be signed

depending on the procedure adopted within individual
organization.

The Message

Introduction (Opening Segment)

explaining why the memorandum has been written
and what topic the memorandum will discuss.
Body (Summary/Analysis Segment)
discussing the topic in detail--explaining what exactly
and itemizing (when possible) any parts of the topic.
Conclusion (Closing segment)
explaining the implications of the memo and what the
audience should think or do about the memos topic
as a result of your analysis.

Other Parts
Writers Signature (optional)--- usually
omitted
Necessary Enclosures/Attachments (If
any)
Carbon Copies (If any)

NOTE: Do mention Reference Line (if

needed), either in the heading segment or
where an organizations usual layouts of
memos demand.

Format
The format of a memo follows the general
guidelines of business writing.
Give appropriate subject heading.
A memo is usually a page or two long,
usually single spaced and left justified.
The text begins two spaces after the subject
line.
Instead of using indentations to show new
paragraphs, skip a line.

Format (contd.)
Business materials should be concise and
easy to read. Therefore, it is beneficial to use
headings and lists to help the reader pinpoint
certain information.
If your memo goes beyond one page, use
another header on the second page and
include the name of the receiver and the date
--- also give the page number.
Last but not the least, adopt a tone that
reflects the status of the sender and the
reader as well as the topic of the memo.

Interoffice Memorandum
To: Recipient of memo
From: Writer of memo (writers initials usually)
Date: Date of memo
Subject:
Title of memo in initial capitals
________________________________________________________________________
________________________________________________________________________
_______________________________(Body)__________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
______________
Enclosure/ Attachment/s:
Cc:
Name to receive copy

Sample/s
MEMORANDUM
TO: Regional Sales Managers
FROM: K.R. Green, Sales Director
DATE: January 20, 2011
SUBJECT:
Announcement of Meeting

There will be meeting of all Regional Sales Managers in the Training

Office at Bedford on Tuesday June 20, 2011 from 10 A.M. to 12 P.M.
The main subjects for discussion will be sales planning for the next half
year; new promotion campaigns; recent progress; and new projects.
Please confirm your attendance and let me know if you have any
further items which you would like to be included in the agenda.

Cc: Adam Bryan, General Manager

Sample # 02
MEMORANDUM
To: All Teachers
From: David Buttler, Principal
Ref:
PFS/OM
Date: November 2, 2000
Subject:
Introducing New Lecturers New Record Book
I enclose a draft of a new Lecturers Record Book which I wish to
introduce from the new term in January.
This has been designed to allow space for the following records:
1.
Section A CLASS WORK
Pages are provided for teachers to keep a record of the work
covered in each lesson throughout the course.
2.
SECTION B ATTENDANCE
A register of attendance is provided for individual teachers
to keep attendance
records for their own subjects. Use of the
present class register can be discontinued.
01

Contd.
To: All Teachers
Date: November 2, 2000

Please let me have your comments on this record book

together with any suggestions for amendments or further
information pages.

Enc.

Lecturers Record Book

02