Parts of a Memorandum

Letter
 HEADING
• The heading gives information about
the author, the intended recipient, the
subject, the date and the names of
other people who may see the
memorandum.
NOTES FOR WRITING THE
HEADING
1. All the information in the heading must be
evenly aligned.
2. The dateline or date heading may be put above
the subject.
3. The subject must be simple and straight to the
point.
4. The heading must showcase all the pertinent
facts and important information.
5. Use courtesy titles with the name of others.
6. No signature line is used.
HEADING SAMPLES
 HEADER FOR ADDITIONAL
PAGES
• If the memorandum is longer than one page, a
different heading is needed for the additional
pages.
• It usually includes the name of the sender, the
date and page number.
 BODY
• The message being sent.
• The body of the memo has two parts: the
purpose statement and the explanation.
• The first sentence should state the whole
message of the memo in one sentence.
• The background and explanation of the
message in fuller detail should follow.
NOTES FOR WRITING THE
BODY OF THE LETTER
• The body of the memorandum is
aligned with the heading.
• Leave a blank line between paragraphs.
• Omit salutation and complimentary
close.
• Use full block style.
• You may use itemizations, headings,
tables, and charts.
BODY SAMPLES
 ENCLOSURE NOTATION
• Used if something is included
with the memorandum.
• If there is any, use double space
after typing typist initials and type
enclosure.
 ENCLOSURE NOTATION
SAMPLES
• Enclosure
• Enc.
• Encs. 5
• Enclosure: Terms of Reference
 IDENTIFICATION LINE
• Initials on an identification line reveals
who dictated and typed the memo.
• It can be omitted on the original copy, but
should be included on all other file copies.
 POINTS TO CONSIDER IN
WRITING A MEMORANDUM
LETTER
• There is no inside address.
• Does not include salutation and
complimentary closing.
• Subject line must be short and
descriptive.
• Does not require any introduction or
conclusion.
• There is no need for a printed or
ADVANTAGES OF A
MEMORANDUM
 A memorandum provides a
written record
• It can be filed for future reference.
• Very simple in form and easy to
use.
• Can be transmitted very cheaply
usually in the form of soft copies.
• The company is able to retain its
record of operations.
 A memorandum is suitable for
transmitting complex information
• It becomes an accurate memory jogger.
• Messages are written briefly and are
straightforward.
 A memorandum can reach many
persons simultaneously
• Business people are able to produce and
deliver memos unobtrusively.
• It easily shows what was happening in a
company at a specific point.