MEMORANDUM

WHAT IS A MEMORANDUM
Memorandum is the Latin word for something to be remembered. Memos are brief in-house correspondence
sent up and down the corporate ladder. They can be on paper or sent through e-mail.
Memos are written messages sent among people working in the same company. Memos can be written
for a number of reasons:

Inform staff about decisions/actions/events.

Request information/action /events.

Remind staff of action

needed/procedures/changes in policy.
Provide information on work related.

LANGUAGE

The language that is used in the memo will mainly depend on the position of the memo sender, the position of
the reader, the subject matter.
The general rule is to keep it short and simple.
MEMO FORMAT
Some companies use a standard form while others have their memo printed on their letterheads. The memo
may be on a half sheet or a full sheet.
Basically, the memo consists of two parts:

The identifying information at the top

The message itself

TO:

If your memo is going to more than one reader, make sure you list them in the order of their
status in your company.

FROM:

Write your name (and job title, if necessary for the reader.) You may write your initials after your
type name to verify the memo comes from you.

DATE:

Give the full calendar date.

SUBJECT: This serves as the title line of your memo. Summarize your message/purpose precisely.
STRATEGIES FOR MEMO ORGANIZATION
1.

Introduction
Tell you reader why are you writing

State briefly what are you writing about

State briefly any background information needed

2.

Discussion
Explain what you want to say.

State what is important, who will be affected, what caused it

Indicate why changes are necessary

Give precise dates, times, locations, and costs

3.

Conclusion
Summation statement (Complimentary / Directive)

Request a reply by a specific date

Provide a list of recommendations

Inform reader what is next and when

Ask readers to call if they have questions

MEMO SAMPLE # 1
To:

All Staff

From:

Danish Mirza, Supervisor of Production Department DM

Date:

November 04, 2012

Subject:

Workday Arrangement

It is to inform that the department will remain open on Saturday 11 November 2012.
This workday arrangement has been decided to cope with the pressure of work that is in
pending due to the unexpected holidays of last week.
The irregularity will cause pay deduction.

a.
b.
c.
d.
e.
f.
g.

Case-1 The following sentences form the complete memorandum written by Miss Ayesha Hashmi (HR Mnager)
on December 22, 2012 to inform all staff about the death of Office Manager (Mrs. Khan), but the sentences of the
memo are in the wrong order. Put them in right order. Then write out the memo, dividing it into three
paragraphs.
I am sure, therefore, that all of you will join with me in sending condolences to her husband and family.
Unfortunately, this was unsuccessful, and she died in her sleep the next day.
As many of you know, she had been ill for some time, and on Tuesday underwent emergency surgery.
Only a few days before this, she had been in the contact with office personnel by phone, still very concerned
about the new health benefit plan that she initiated last year.
It is with deep regret that I announce the death of our office manager, Mrs. Khan.
Within the firm, she will be best remembered for her loyalty to, and her concern for, all staff members.
She was sincere with her work and company. Her dedication towards work made her much appreciated by all
employees.
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Case-2. Assuming yourself as the chief librarian of the Indus University, write a memo to the faculty
of the university advising them to return the books borrowed from the library on or before 20 th
March, 2015.
Case -3
Write a memo on the given case.
Mr. Mustafa, Head of Marketing Department, wants to remind all Publicity Department members of next
Tuesdays staff meeting. The meeting will take place at 3:00 in Room 2B. Everyone should be prepared
to discuss the result of the fall marketing campaign. An agenda will be circulated Monday morning.