Types of Memorandum

According to route
Memo from superior to subordinate (downward communication)
Memo from subordinate to superior (upward communication)
Memo from one to another of equal rank or category
(horizontal)
Memo from superior to
subordinate (downward
communication)

DATE: January 30, 2017

TO: Roberto Ambas, Telecom South
FROM: Beth Tabang, Head Access Office
SUBJECT: Radio Room Inspection
Memo from subordinate to
superior (upward
communication)
DATE: December 11, 2013
TO: Emmanuel F. Calairo, CLA Dean
FROM: Severino M. Perez
SUBJECT: Progress report, Training Programs
for faculty
Memo from one to another
of equal rank or category
(horizontal)
TO: Mr. Frederick B. Serrano
Director, Human Resource Department
FROM: Brenn A. Doctor
Director, TQM
DATE: November 9, 2015
SUBJECT: In- House Counsel
Main Types of
MEMORANDUM
1. Request Memo
2.Confirmation Memo
3.Periodic Report Memo
4.Ideas and Suggestions Memo
5.Informal Study Results Memo
Request Memo

The objective of a request memo is to

gain a favorable response to a request.

The memo must be written in a

convincing way.
The guidelines given below should be followed:

a. The request should be clearly stated

b. The reasons for the request should be presented.
c. If any financial costs are involved, they should be
explained.
d. All expenses should be justified.
e. Recommendations for action should be presented.
f. Throughout the memo tact and diplomacy should
be used.
Request Memo
CONFIRMATION MEMO
A confirmation memo is designed to confirm in
writing something that has been agreed to verbally.
Three important guidelines should be followed
for writing the memo:
a. Be specific regarding the major points that were
discussed and verbally agreed upon.
b. Enumerate the major points to emphasize them and
allow easy reference to them in future discussions.
c. Encourage feedback on any misunderstood or unclear
points.
Periodic Report Memo
Periodic report memos monthly cost control
reports, quarterly sales reports are
submitted at regular intervals.

Since these memos are written frequently,

they are designed and preprinted so that the
writer can complete them quickly.

There are three helpful guidelines for
constructing a periodic report memo:
a. The memo should be designed as a fill-in form
on which data can be entered quickly.
b. The form should be designed so that it can be
duplicated and re-used.
c. If narrative or descriptive commentary is
necessary, a place should be provided on the form.
Ideas and Suggestions
Memo
Sometimes memos are used to convey ideas
or suggestions.
Very often managers ask subordinates for
suggestions for tackling certain problems. In
such instances, an ideas and suggestions
memo is required.
Follow the guidelines listed below for
writing this type of memo:
a. Begin with positive comments about the current
situation (no one likes to be shot down), and then
tactfully present suggestions for change.
b. Group ideas according to subject and use
headings to highlight them.
c. Be specific and dont stray off the point.
Ideas and Suggestions Memo
Informal Study Results
Memo
Organizational personnel are sometimes
asked to write the results of an informal
study in a memo.
The objective of the message is to present
the information in an easy-to-read,
understandable form.
Follow the guidelines listed below:
a. State the purpose at the beginning (and stick to it).
b. Use headings and sub-headings to make the reading
as easy as possible. Present data in
aFindingssection and interpret it in another
calledConclusions(or other similar terms).
c. Be specific. Stay on the point and address different
issues one by one, systematically.
d. Unless there is good reason to do otherwise, write the
memo in informal language and use personal pronouns.