Memorandum Writing

Memorandum WritingMemorandum (plural memoranda)

Affectionately called a memo, is a written communication from one person to another (or a group of people) within the same organization.

What is memo?To inform of decision, actions etc.

To request decisions, actions etc.

To remind someone of action required

To provide information of any kind

Purposes of MemosInteroffice/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.

TypesHeading SegmentThe 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.

Parts of a MemoA company might have a particular way of presenting the heading segment or may even use a specific type of letterhead or logo. No courtesy titles are necessary on memos.5Introduction (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.

The Message6Writers Signature (optional)--- usually omittedNecessary 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.Other Parts7The 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.

FormatBusiness 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.

Format (contd.)Interoffice Memorandum

To:Recipient of memoFrom:Writer of memo (writers initials usually)Date:Date of memoSubject:Title of memo in initial capitals

_______________________________________________________________________________________________________________________________________________________________________________(Body)________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Enclosure/ Attachment/s:

Cc:Name to receive copy

MEMORANDUM

TO:Regional Sales ManagersFROM:K.R. Green, Sales DirectorDATE: January 20, 2011SUBJECT: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/sMEMORANDUM

To:All TeachersFrom:David Buttler, PrincipalRef:PFS/OMDate:November 2, 2000Subject: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: Section A CLASS WORK Pages are provided for teachers to keep a record of the work covered in each lesson throughout the course. SECTION B ATTENDANCEA 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. 01Sample # 02To:All TeachersDate: 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

02Contd.