HOW TO WRITE A MEMORANDUM Memos (short for memorandum in singular and memoranda in plural) are efficient way of interoffice

communication. They present information in a way that allows the recipient to be aware of the important details of a situation without going into too much detail. Memos are usually a page long, if not shorter. Very likely, a memo that is long will not convey a brief message and will not be read by the recipient. Memos rely on a clear structure or outline. This way, the information will be brief and to the point, without going over details than can be discussed, for example, at a later meeting with the recipient. Memoranda are written to give reminders, suggestions, information or transmit papers or documents, and the like. The memorandum has three main parts: 1. the heading 2. the subject 3. the message The memorandum differs from a letter since the inside address, salutation and complimentary closing are omitted. Start writing now! 1. Begin a memo with this standard heading: TO: This is where the name of the recipient goes, along with their title in the company. FROM: the name of the sender, his/her position, and if the memo is printed, the senders initials. DATE: the date the memo is sent. SUBJECT or RE: the title of the memo. It mentions the situation the memo will address. 2. Next, the memos content generally follows this structure: a. Situation/Problem - an introduction or the purpose of the memo followed by a description of the issue at hand. The purpose of a memo is usually found in the opening paragraph and includes: the purpose of the memo, the context and problem, and the specific assignment or task. Before indulging the reader with details and the context, give the reader a brief overview of what the memo will be about. Including the purpose of the memo will help clarify the reason the audience should read this document. The introduction should be brief, and should be approximately the length of a short paragraph. b. Solution/ Action the steps needed to resolve the problem and how they are to be carried out. c. Closing - end with a polite expression; also, provide a contact number where the recipient can reach you and offer to answer any questions that may arise. After the reader has absorbed all of your information, you want to close with a courteous ending that states what action you want your reader to take. Make sure you consider how the reader will benefit from the desired actions and how you can make those actions easier. For example, you might say, "I will be glad to discuss this recommendation with you during our Tuesday trip to the spa and follow through on any decisions you make."

MEMORANDUM of UNDERSTANDING

Date: October 10, 2020 To: Mr. Nicky Dalmatian From: Ms. Boss, Court Manager Re: Tardiness cc: Employee Court Personnel File - Ms. Dalmatian Over the past three weeks, you have reported to work on three occasions more than 15 minutes late. As you know, your assigned weekly work schedule is 8 :00am to 5 :00pm, with a one hour lunch. I understand from you, that your young children make it difficult for you to get to work on time. I suggest that you make appropriate adjustments to get the children going in a timely manner so that your work schedule will not be negatively affected. Court clients expect service upon the opening of the Court at 8:00am and your ability to begin work at 8:00am is essential to successful job performance. It is expected that you will immediately adhere to your assigned work schedule. There are no exceptions to this schedule, unless approved by me, in advance. In the event you continue to behave in an unacceptable manner, formal disciplinary action will be taken. Acknowledgment Your signature below serves as confirmation that you reviewed this memo and together we discussed your work expectations. Employee Signature _________________________________________________Date ________________________

HOW TO WRITE RESOLUTIONS If the business employees wish to convey messages in formal statements or opinions, a resolution is passed. The paragraphs are introduces by the words whereas or resolved; whereas is used to give reasons; resolved I used to indicate action.
Republic of the Philippines Province of Bohol Municipality of Corella THE TWELFTH SANGGUNIANG BAYAN Municipal Resolution No. 2010 48 A RESOLUTION REQUESTING HIS EXCELLENCY PRESIDENT BENIGNO C. AQUINO. PRESIDENT OF THE REPUBLIC OF THE PHILIPPINES TO PROVIDE FINANCIAL ASSISTANCE FOR THE COMPLETION OF MULTI PURPOSE BUILDINGS/ COVERED COURT OF BARANGAYS SAMBOG, CANANGCAAN AND CANCATAC, CORELLA, BOHOL IN THE AMOUNT OF P 2 MILLION RESPECTIVELY WHEREAS, the Local Government Unit of Corella have initiated constructions of multi-purpose buildings/ covered court in the amount of Two Million Pesos each in the Barangays Sambog, Canangcaan and Cancatac. WHEREAS, such funds is not enough to build completely the said multipurpose buildings/ covered court in the said Barangays. WHEREAS, the coffer of the Municipality of Corella could not sustain for the completion of the said multi-purpose buildings/ covered court. WHEREAS, additional allocations from the National Government is necessary for the completion of the said projects. THEREFORE, BE IT RESOLVED, as it is hereby resolved by the Twelfth Sangguniang Bayan of Corella, Bohol in session duly assembledTO REQUEST HIS EXCELLENCY PRESIDENT BENIGNO C. AQUINO, PRESIDENT OF THE REPUBLIC OF THE PHILIPPINES TO PROVIDE FINANCIAL ASSISTANCE FOR THE COMPLETION OF MULTI PURPOSE BUILDINGS/COVERED COURT OF BARANGAYS SAMBOG, CANANGCAAN AND CANCATAC, CORELLA, BOHOL IN THE AMOUNT OF P 2 MILLION RESPECTIVELY RESOLVED FURTHER, that the copy hereof be sent to His Excellency President Benigno C. Aquino, President of the Republic of the Philippines at Malacaang Palace Manila for his information, favorable action and guidance. RESOLVED FUTHERMORE, that copies of the program of works for the completion of the said multi-purpose buildings/covered court be sent together with this resolution. RESOLVED FINALLY, that copies be furnished to the Barangay Councilors of Sambog, Canangcaan and Cancatac through their Punong Barangays to the Municipal Mayor and to Hon. Edgar M. Chatto, Governor, Province of Bohol at Capitol Commercial Complex Tagbilaran City for their information, support, action reference and guidance. APPROVED : August 31, 2010 I hereby certify to correctness of the above quoted resolution .

RUTH C. BAUGBOG SB Secretary Designate Attested: HON. VITO B. RAPAL Municipal Vice Mayor / Presiding Officer

HOW TO WRITE MINUTES OF THE MEETING The proceedings in a meeting are recorded. The written record is called minutes of the meeting. It includes the date, time, presiding officer, the members who are present and absent. They are useful because people can forget what was decided at a meeting if there is no written record of the proceedings. NAME OF THE COMPANY MINUTES OF THE __________________________________ ON [DATE] HELD IN [VENUE] AT [ TIME] Present: [names] Absent: [names] I. CALL TO ORDER The Presiding Officer, [name], called the meeting to order at [time]. II. ROLL CALL The Presiding Officer, [name], directed the secretary, [name], to check the attendance. There were [number] present and [number] absent, so a quorum was declared [if the number of attendees required has been met]. III. PRESENTATION AND APPROVAL OF AGENDA The Presiding Officer presented the business/agenda to be discussed in the meeting and they were as follows: [Enumerate the matters to be discussed.] There being no more inclusions and exclusions and upon motion of [name], the body approved the presented agenda. IV. CALENDAR OF BUSINESS [Give the details of the meeting per agendum.] V. ADJOURNMENT There being no more businesses to be discussed, upon motion of [name] and unanimously seconded by the body, the meeting was adjourned at [time]. I hereby certify to the correctness of the minutes aforecited [NAME and SIGNATURE] Secretary Attested: [NAME and SIGNATURE] Chairman of the Board/Presiding Officer Sources: https://owl.english.purdue.edu/owl/resource/590/02/ http://www.epcc.edu/tutorialservices/valleverde/Documents/Write_a_Memo.pdf http://www.nmcourts.gov/newface/hr/additional_resources/SAMPLE%20%20%20Memo%20of %20Understanding%20%20Arrive%20Late%20at%20Work.pdf