how to write a memoranda

7/31/2019 How to Write a Memoranda

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Memorandum


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Memo is a written communication from one person to

another within the same organization.

To bring up a problem

To solve or suggest solutions to the problems

It may be informative not requiring action such as price

changes, policy changes etc

Most are written to induce some kind of response e.g. Memos

on deadlines may remind you to step up with your work.

It is important that your purpose is clear and what action you

expect.


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Memos

Memo is a shorter form of the word Memorandum

It is a note to help the memory or a record of events, etc, for

future use or records

Can also be described as an informal letter without signature .

However, it has become common practice these days to sign a

memo


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Memo headings usually have fully blocked style.

Memo may not have salutations and complimentary close .

Many organizations have pre printed Memo stationery .

It is important that the memo headings show details of

sender, receiver and reference and date.


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Nature of memos

Memos cover events and developments within the

organisation

Memos contents are meant to be noted

They are generally informatory in nature They are generally of short-term relevance

These are addressed to specific individuals only


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Heading: The heading should take up around 1/8 of thedocument. It is usually a listing of names and agendas.

A typical heading follows this format:

TO: (name and job title of recipient/s)

FROM: (name and job title of sender)

DATE: (including year)

SUBJECT: (one-line description of your subject


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Opening: Start by saying what the memo is about.

A good starting sentence would be This concerns the new

dress code which will be implemented on Monday,

September 1st.

This part should be about three to four lines long on a letter-

sized sheet, or about of the memo.


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Context: This is where you get into detail about your subject.

Use two to four sentences to state the problem and provide

any background information.

Arrange your details in descending order, starting with the most

important.

Together with the task, this should take up about half of your

memos body.

In shorter memos, the context is made clear in the opening so a

second paragraph isnt always necessary.


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Task segment: This is where you make that call for action.

Make sure to connect it sensibly to your context part; if its

about that dress code, the task is to follow it starting Monday.

If you are replying to another memo, give a brief recap of

your task and say what you have done to accomplish it.

A good task statement might go, In response to your

previous request, I have or To minimize costs, you arerequested to


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Closing: After delivering your message, end with a

courteous statement offering your assistance on the task.

It can be something as simple as For questions, please

contact the HR Department at Make it sound formal but

sincere.

The closing and summary parts should take up about 1/8

of your memo


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Summary:

Most memos dont take up more than one page, but ifits

longer, you need a summary segment to wrap it up.

Just give a brief recount of your key points or

recommendations. In an academic setting, you may also

have to include your sources or references.


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Some final tips

Most memos are left-aligned, single-spaced, and have aone-inch margin on all sides.

Keep your paragraphs short. Write out lists in bullets.

Sometimes Re: is used in place of Subject: Both are

appropriate, but most offices have in-house rules regarding

memo formats. Use old office memos as guides.

Avoid bias by listing recipients in alphabetical order.

When sending electronic memos, provide a hard copy for

formality.

Keep a friendly but professional toneyour memo shouldbe somewhere in between a personal note and a full-length

business letter.


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Should be carefully drafted, bearing in mind the 7 Cs of

communication

Underlying principle of adaptation to the reader must befollowed

Ensure that copies reach all concerned well in time so that

there is no communication gap

Sometimes circulars refer to previous communication on thesubject This may make it difficult for the user to follow.

Whenever such a circular is drafted, it should, as far as

possible, be comprehensive in nature Reader should be able

to understand contents without having to refer to theprevious communication.


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Drafting of circulars & memos calls for good

communication skills . All relevant facts and figures

should be covered in an organised manner

Wherever necessary, illustrations and examples should

be given as annexure

Indifferently drafted communication may create

confusion - may necessitate further clarifications being

sought.


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Circular

A written communication addressed to a circle of persons,

customers etc

May cover a notice, advertisement etc

Process of sending circulars is known as circularizing

Circulars are means of sending specific, subject-related

instructions


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Nature of circulars

Circulars contents are expected to be mandatorily

followed

They are in the nature of instructions and guidelines

Are of a permanent nature, of long-term relevance; maybe modified as and when instructions need to be revised

Can be general for the whole organisation, or concerning

a particular department, or for customers only


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Assignment : Tutorial

You work in the offices of Southern Star Insurance Company. The

company has recently redesigned all its stationery ( writing paper,

memo ads, invoices, cards, envelops, etc) and these are to be

issued to all the staff next week.

The company Manager Ms. Zarina Malik has asked you to inform

everyone to use the new materials immediately even if they have

old stationery left over. Old materials can be used as scrap paper.

The memo has to be sent in her name.

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