Introduction

 A memorandum is a brief and small written

record or document used in offices for internal
communication purposes that has been said
verbally. Whether it's a business,
government/education institution, or legal
office, memoranda are used whenever
required. As reminders to personnel, they
usually contain recommendations or
instructions, occasionally proposals.
Memos Conventions:

 Less formal than letters.

 Usually short documents.
 Used for internal communication.
 Used for sending ideas, suggestions,
notices, updates.
Types of memorandum used in offices:

The various types of memoranda used

in different offices are:
 Memorandum of Understanding,
 Memorandum of Agreement,
 Memorandum of Association,
 Private Placement Memoranda, and
 Confidential Offering Memoranda.
Why learn about writing
memos?
 important form of corporate communication
 clear and concise communication of complex
subjects
 Useful in situation where e-mails or text
message are not suitable.
 writing style and approach applicable to other
communications, such as email
 set yourself apart from people who cannot write
Purpose of a memo
 “solve problems” by:
 informing
 persuading
 refuting
 arguing
 analyzing
 …
 Recipients: one person, several persons, one or
more groups, a whole community
Memo’s can be grouped in different
ways.

1. Personal - a single copy sent to one individual.

Needed for confidential messages.
2. General - sent to a lots of people, either as
individual copies or one copy, which is circulated
within a circulation list (cc).
3. Notice - placed on notice boards. Any can read
them. Nobody might!
4. Report - The memo can be used for
producing short reports with the text of the
report set out as an informal report.
5. Covering - A brief memo can be attached to
a larger document which shows who sent it
and when.
Strategies for Writing Memos:
 Consider your tone.
 Keep the memo concise and to the point.
 State your purpose in a brief introduction.
 Review the context.
 Present good news first, bad news last.
 Base paragraphs on topical content.
 Use short paragraphs.
 Use headings, lists, tables.
 Suggest action in conclusion.
General rules:
 keep your audience in mind
 follow a structure.
 follow an outline.
 get to the point early.
 revising is easier than writing perfectly the
first time.
 follow style guides and writing manuals.
Format of memorandum
Typically, a memorandum has the following structure:
MEMORANDUM
TO: The recipient of the Memorandum
FROM: The person circulating the Memorandum
DATE: The date of issue of the memorandum. Usually, the date is written in a
formal manner – e.g. 3rd August, 2007.
SUBJECT: Provides a short title describing the topic of discussion in the
Memorandum
The main body or the actual content of the Memorandum contains:
Introduction: Giving a brief description as to why the Memorandum has been
written and the topic of discussion.
Body: The topic of discussion is explained in detail.
Conclusion: Explaining what will or should follow after this, when the follow-up
will occur, and why the date is so important.
Signature: Optional
To:  Health & Safety Committee

From: Joe Chan, Chairperson, H&S Ctte

Date: 10 Aug '09 

MEMO

Room change for next meeting

Subject:  The meeting on Saturday, 12 September
has been changed to Room 101.

To: My darling Jane

From: John

Date: Yes, please ;-)

Chocolate
I had a great time last night, let's do it again soon.
Subject: Hope you like this chocolate.
Love, John
Memo Organization: Heading