MEMORANDUM

DERIVED FROM LATIN THAT

MEANS MEMORY. MEMO IS
THE SHORT FORM OF THE
WORD AND IS WIDELY USED.

CHARACTERISTICS
A.
B.
C.
d.
F.
G.
H.
J.
K.
L.

BRIEF AND CRISP

FOCUSED (TOPIC & AUDIENCE)
IMPERSONAL
COMMUNICATION FLOWS IN ALL DIRECTIONS
(VERTICAL, HORIZONTAL & DIAGONAL)
INFORMAL RECORD OF ACTIVITIES
DEALS WITH DAY-TO-DAY OPERATIONS
INTERNAL CIRCULATION
CAN BE PUT ON NOTICE BOARD
SIGNED BY THE SENDER
RECEIVER MUST SIGN IT IN CASE OF
ACKNOWLEDGEMENT

PURPOSE
1.
2.
2.
3.

GIVES AND SEEKS INFORMATION

GIVES DIRECTIVES AND ADVICE
RECORDS ORGANISATIONAL ACTIVITIES
ACTS AS COVERING LETTER TO AN ENCLOSED
OR ATTACHED MATERIAL)
4. CONFIRMS PROGRAMMES (MEETING TIME,
AGENDA, DECISION)
5. EXPLAINS PROCEDURES (ACCOUNTS/RUNNING
A MACHINERY)
6. GIVES RECOMMENDATIONS

MEMORANDUM
To
From
Date
Subject

Exercise 1:
Situation
You are in charge of programming at a renowned academic institution called
Golra Morr University. The new term has already started on 1st Jan 2010. A
copy of the training programme is placed on the notice board. However,
students are not strictly following the programme. All students must
adhere to the schedule since 75% attendance is mandatory for appearing
in the final exams.

Director Academics says to you:

It is 1st February. I'd like to know why students even after a period of one
month of the commencement of the term are not adhering to training
programme. I've noticed that some students loiter around in corridors or
roam about on pavements in front of the academic blocks during class
hours. I would also like to know if the students are in knowledge of the
training programme and exam rules. Please apprise me by tomorrow who
is responsible for all this mess-up and what steps should be taken to solve
the problem permanently.

Task
Write a memo to Director Academics with reference to his observation. It
should cover the following aspects:
a.

Timely issuance of training programme.

b.

Identifying people responsible for its

implementation.

c.

Referring to University Rules about

attendance and exams

d.

Suggesting a solution.

Subject:

Adherence to Training Programme

1. Training Programme for the current academic year, duly approved, was
handed over along with exam rules to all HODs on 1st Jan 2010 for further
dissemination and implementation. Copies of the same are also placed on
main notice board.
2. HODs may be asked to remind their respective students about adherence
to subject programme and also initiate corrective measures.

MEMORANDUM
To

Director Academics

From

Programme in-charge

Date

1 February, 2010

Subject Adherence to Training Programme

SITUATION
You are in-charge Training Wing at EM & E College. You have prepared a
training pragramme for the next semester commencing on 11 October
2010. Before finalizing it, you wish to have input from heads of various
departments.
Task:
Write a memo to All HODs for their input before finalizing the
programme.

MEMORANDUM
To All HODs
From Programme in-charge
Date 8 October, 2010
Subject

Training Programme Autumn Semester

1. Find attached draft copy of subject programme for

your
Input.
2. Your observation / comment, if any, to reach this
office by
1200 hours on 9 Oct, 2010, please.

MEMORANDUM
To Head of English Department
From Assistant Director of Studies
Date 4 October 2010
Subject:
1. The new Director of Studies desires to visit academic
departments during week commencing 11 October
2010. Visit to English department will be on Tuesday 12
October 2010.
2. Please arrange a conducted tour of the department on
the said date followed by light refreshments.
3. Confirm arrangements by 1400 hours, 7 Oct 2010.

Task:
a.

Suggest a subject for the memo

b. Write a suitable response as head of English

Department

MEMORANDUM
To

Assistant Director of Studies

From

Department of English

Date

6 October 2010

Subject:

Visit of Director of Studies

Please refer your letter dated 4 October 2010.

1.

The subject visit will be conducted by the HOD

during the long break from 1000 1030 hours on

12 Oct 2010. The campus caf will provide light
Refreshment in staff room on the said date.
2.

Put up for information and as desired, please.

Exercise: 2
Situation
You work in a reputed academic institution
called Brilliant University as an assistant to
the registrar, Mr Ali Imtiaz. The Institution
has rules about what the students should
wear, and a copy of the rules is given to
everyone at the time of admission. All
students must follow these rules,
regardless of their academic year and
department. The dress rules say that all
students should wear grey trousers with a
white shirt.

Mr Ali Imtiaz says to you:

I'd like you to send a memo to all the heads of
departments informing them about violation of
dress rules. For example, I've seen some of the
students with unusually long hair. This looks
very untidy. I've even seen one or two of the
students wearing joggers. They need to remind
students to look back over the rules they
received. They should have a quiet word with
any of their students not following the rules. I
want you to mention in particular that during
summer term wearing of tie is not compulsory.
You'd better use my name in the memo.'

Task
Write a memo to all HODs about the
institutions dress rules and the
observation of the registrar. Ask them to
ensure strict compliance.

Subject:

Non-compliance - University Dress Code

1. The Registrar has observed with concern the

violation of subject code by students. Please
ensure the
following:
a.
All students are in possession of the
fresh rules of
dress code mentioning
tie as optional during summers.
b.
Advise defaulters individually and
remind them of strict
disciplinary action in
case of non-compliance.
2. Please acknowledge.