Information Sheet 2.

2-3
Writing a Memorandum

Learning objective:
After studying this information sheet, the trainee will be able to write an
effective memorandum.
WRITING A MEMORANDUM
A memo, short for the word memorandum, comes from the Latin
word memorandus meaning, "to be remembered". It is a compact written
message designed to help someone remember something. It is a short and
limited to a single topic so that the reader will get the message quickly. A
memo can call people to action or broadcast a bit of timely news. If the
memorandum is longer than a page, it is used as a cover letter to an
attachment or a document that follows.
Confined to a single topic, each interoffice, interdepartmental and
companywide memo becomes part of the institutional memory of an
organization. They record daily activities and eliminate the need for timeconsuming meetings. As historical documents they are often referred to
when writing reports or resolving disputes regarding past activities. In
short, they speed up the daily business of doing business; they keep
people who need to be kept in the know, in the know.
Types of Memos
1.
Informational Memos. It is an in-house communication
addressed to one or more individuals. The objective is to convey one or
more pieces of information that relate specifically to the topic in the
subject line.
2.
Instructional Memos.
It is an in-house communication
addressed to one or more individuals. The objective is to convey one or
more directives that relate specifically to the topic found in the subject
line. It will both call for and expect an action to be taken.
Parts of a Memorandum
Regardless of purpose, memos are generally divided into segments in order
to organize the information and to achieve intention.
1. Memo Title. The title of a business memo is the word MEMO or
MEMORANDUM, in an appropriate font style centered at the top of the first
page. Printed in bold uppercase letters it informs the reader that the document
is an internal communication.
2. Memo Heading. The heading of a business memo consists of four distinct
information fields and should begin two spaces below the title.

a. To. The recipient's name(s) follow(s). It is generally accepted practice

that titles such as Mr., Mrs., and Dr. are not used in this field. A title or
position, such as Purchasing Agent, should follow if appropriate. When two
or three people are to receive the same memo all of their names may be
placed on the same line. They should appear either alphabetically or in
descending order, according to where they rank in a company's
organizational chart.
b. From. The name of sender follows. Titles such as Mr., Mrs., and Dr. are
not customarily used in this field. In formal situations, however, the
sender should use his/her full name, followed by a job related title, such
as Public Relations Manager, if it helps identify the sender to those with
whom he/she is not acquainted.
c. Date. To avoid any misunderstanding, the date should always be
spelled out.
d. Subject . This field is important and needs to be precise and brief. It
should indicate exactly what the memo is about. The reader should
understand, at a glance, to what the information or instructions contained
in the body pertains to.
Capitalize all key words. Articles, conjunctions, and prepositions should
be capitalized only when they occur at the beginning or end of the subject line.

3. Memo Body

The body of a business memo, depending on its subject, can be as short

as one or two sentences or as long as several pages. If you have two subjects,
send two memos. If not, and the memo is still long, you may want to turn it into
a report, or a summary of a report, and sent it out attached to a memo that
briefly describes what it is about.
a. Opening. The opening sentence of a business memo should state the
objective, or reason for writing. It should answer the basic questions such as
who, what, where, when and why.

b. Summary. Summary provides the details through description and

analysis of whatever information or instructions relevant to the subject at hand.
The reader should be able to quickly single out specifically what is most
important for him or her to know.
c. Discussion. When necessary, follow the summary with a section
rounding out the details of your business memo. Include contextual material

that specifically supports the information or instructions provided. Include

names of people, times of meetings, actions previously taken, decisions made,
etc., whenever they bear directly on the subject of your message.
d. Closing. Closing remarks restate your observations and analysis,
make recommendations, and propose solutions. Closing calls for an action.
4. Additional Notations
A number of situations call for a business memo to be marked with additional
notations. They should be placed two spaces below the body of the memo.
When a memo references one or more documents that are enclosed by the
writer, the enclosure is noted in one of the following ways:

Enclosure: Wholesale Pricing Packet

Enclosures (5)

Enc. (or Encs.)

When a memo has been dictated to an assistant it should be initialed. Both

writer and assistant are acknowledged with their personal initials. The writer's
initials appear in uppercase letters and the assistant's will appear in lowercase
letters in one of the following ways:

EIB: pjc

IMK/pjc

When copies of a memo are sent to named business associates or other

interested parties, those recipients are acknowledged with their full name as in
the following example.

cc: Annie Getz

cc: Glenn Widget, Ida Mae Knott

Memos can be approached in different ways depending on purpose.

1. Decide if its to be persuasive or informative. While many memos are a

combination of the two, sometimes memos have to be one or the other for
the reader to take the appropriate action. A persuasive memo engages
the readers interest before issuing a directive, whereas an informative
memo outlines the facts and then requests the readers actions.

2. Clearly state the purpose of communication in the subject line. Most memo
formats have the basics of the header, like to, from and date in
place. Make the subject line as descriptive as possible so the reader

understands the intent.

3. Write memos with purpose and make that purpose known in the first
paragraph. Outline the purpose and the desired action in the memos
first paragraph. Readers will become conditioned to the importance of a
memo and gain that knowledge as soon as they open it.

4. K.I.S.S. Keep It Simple, Silly. Most memo formats accommodate only one
page of information. This means that the topic details should be concise,
with clear directives and contacts for follow-up. If its a complex topic
extending into multiple pages, still keep the language as direct as
possible, add headings or bullets to guide the reader and conclude with a
summary
paragraph
of
key
points.
Reinforce the readers necessary action. At the end of the memo,
specifically
direct
the
reader
to
the
desired
action.

5. Effective business communication improves workflow and relationships.

Use the tools of memo formats and well-constructed information to your
advantage.
Below is a sample memorandum

TO:
FROM:
DATE:
RE:

MEMORANDUM
Senior Partner
Your Name
(date assignment is submitted)
(A concise label for the issue considered: mention the parties; your
firm will file your Memo by names and cause of action--and,
perhaps, by jurisdiction)

The proper format is always double-spaced. Do not double-double space

between sections. Plain old, regular double-space is sufficient.
FACTS
Here, recite all material facts, usually in chronological order. A "material"
fact is a "dispositive" fact, or one upon which the outcome will depend. It is a
fact that will affect the outcome in one way or another. Please include all
material procedural facts as well as all material substantive facts. This means
that it is essential to include all relevant times, dates, and places. You should
begin with an "overview" sentence that sets the full context and begins to
describe the problem presented. Please review your reading and as many
samples as possible to understand both the range and scope of what is
acceptable as professional practice.
SELF-CHECK 2.2-3

1. Memorandum came from Latin word memorandus means

a.
to be remembered
b.
to be written
c.
to be informed
d.
to be followed/ implemented
2. Which of the following statements does not describe a memorandum?
a. compact written phrase
b. memory help
c. single topic
d. news oriented
3. What is the main objective of a memorandum?
a. to remember information
b. to record daily activities
c. to provide report
d. to record history
4. A type of memorandum which objective is to convey one or more directives is
called
a. informational
b. persuasive
c. instructional
d. argumentative
5. In which part of a memorandum the writer states the objective or reason of
unity a memo?
a. discussion
b. opening
c. subject
d. closing
6. Which of the following should not be included in a memo heading?
a. to
b. date
c. subject
d. attachment
7. Which of the following statements does not adhere to the standard in unity
memorandum?
a. opening should answer the wh- question
b. summary should be provided at the end of all memorandum
c. recommendation should be included
d. body should cover two pages.
8. Which of the following format for an assistant who prepared the memo for
the boss?
a. PTI/MJV
b. mjv
c. Enc.
d. mjv/pii
9. What should be done if additional documents are included with the
memorandum?
a. make two memoranda
b. indicate enclosure in the memo
c. attach document only

d. verbally inform the recipients

10. Which of the following statement does not belong in approaching a
memorandum?
a. State purpose clearly in the subject
b. make the memo concise
c. Direct readers to expected action
d. Identify readers