Definition
➤ A memorandum is considered "inside"
correspondence.
It is written to someone in your company.
➤ A written statement you prepare specially for a
person or communicate an order to give them
information about a particular method.
Introduction
The word memorandum is derived from the Latin
word 'memo rare' which means "to remember".
➤ In law a memorandum means a document
recording terms of contract.
➤ The plural of memorandum is memorandums or
memoranda.
It is commonly known by its abbreviation, viz., and
memo.
➤ A memo is less formal than a letter.
➤ It usually conveys one idea and is likely to
be short.
➤ Effective memos are clearly written with the
objective stated in the first sentence.
Advantages of Memos
Memos are:
Quick & Convenient
> Inexpensive
➤ A Written Record
Purpose of Memo Writing
To Inquire
To Inform
To Report
To Remind
To Promote Goodwill
Good memos share certain characteristics,
which include the following:
1) Clarity
2) Conciseness
3) Unity of Theme
4) Informal Tone
A memo must be clearly written because an
unclear and vague memo will confuse the
reader, leading to delay and no action.
Concise and direct memos are more effective.
A memo should contain only essential
information. Avoid unnecessary explanations,
repetitions, wordy expressions, and
amplification.
Ensure that the memo makes its point with the
fewest possible words
A memo which does not have unity of theme,
distracts the reader and ceases (terminates) to
be purposeful.
An important way of ensuring unity in a memo
is to make sure that it deals with only one
topic.
A single topic is developed, and related ideas
are subordinated.
➤ In memo tone is usually informal and
conversational.
➤ As the writer is likely to be familiar with
reader, personal tone may be used in memos.
➤ A very formal tone might sound
intimidating.
Standard memos contain four parts:
Parts of a Memo
1. Heading
2. Opening
3. Body
4. Closing
The heading segment of a memo includes four
elements:
1. To: (Name and designation of the recipient)
2. From: (Name and designation of the sender)
3. Date: (Complete and Current)
4. Subject: (Topic of the memo)
Example of Heading Segment
To: Mr. Ahmer
Director Sales
From: Mr. Ali
Sales Manager
Date: March 11, 2016
Subject: SALES SUMMARY FOR THE YEAR 2016
It states the purpose of memo, gives the facts.
Examples:
"Here is a summary of the measures the Campus Security
Department is taking to ensure that only authorized people are
allowed into the administrative offices."
"As you requested, here is a copy of the annual sales report for our
new product 'Mint Candy', launched in December 2015."
Subject:
OR
Sales Summary for the Year 2016
Body of the memorandum-single spaced
• The body of the memo contains the message of the
memo.
• It describes, explains, and discuss the central idea of
the memo and includes all the details that support the
senders' ideas.
• The body may contain a brief statement of the key
recommendations the sender has reached.
Make a courteous closing statement. Do NOT
use "sincerely" or other letter-like ending.
Example:
"Please send your recommendations to me by
October 5, 2016 so that we are able to complete
the project by the end of November, 2016."
A few optional elements may be used in memos,
requirements.
These elements include:
Reference (response to other memos, notices, reports and
other documents)
Attachments (lists, diagrams, pictographs, tables, and
other sources of data)
Distribution lists / c.c (persons who might be receiving
copies of the memo)
Statement of Purpose
Message
Statement of Future Action
> Use enumerations to list important items
> Use solid capitals and centering to emphasize
an important detail
➤ Use columns with headings to make reading
and understanding easier
Never write memos or any other communications which
are unnecessary.
Never write complicated, hard-to-understand memos.
Keep them simple and to the point.
Never write rude, blunt, or thoughtless memos.
Never send memos that have typos, misspelled words, or
grammatical errors, they are a poor reflection on you!
Never waste space with unnecessary introductory
material.
Never leave out necessary details causing people to have
to follow up with questions.
Never use a closing line or a signature in a memo. i
Make sure the memo is
Clear
Concise
Correct
Concrete
Complete
Make sure the memorandum is
Well placed
Has correct punctuation and spelling
Be sure the memo
States the purpose clearly
Presents message effectively
Uses a courteous tone
Gives reader complete, accurate details
Concludes appropriately
GOOD LUCK
