Types of MEMORANDUM

According to route:
Memo from superior to subordinate (downward communication)

DATE: January 30, 2017

TO: Roberto Ambas, Telecom South
FROM: Beth Tabang, Head Access Office
SUBJECT: Radio Room Inspection

Memo from subordinate to superior (upward communication)

DATE: December 11, 2013

TO: Emmanuel F. Calairo, CLA Dean
FROM: Severino M. Perez
SUBJECT: Progress report, Training Programs for faculty

Memo from one to another of equal rank or category (horizontal)

TO: Mr. Frederick B. Serrano
Director, Human Resource Department
FROM: Brenn A. Doctor
Director, TQM
DATE: November 9, 2015
SUBJECT: In- House Counsel
Note: You may notice that the arrangement of the memo heading may change but TO
and FROM should always be after each other.

Main Types of MEMORANDUM

1. Request Memo
The objective of a request memo is to gain a favorable response to a request. The memo
must be written in a convincing way.
The guidelines given below should be followed:
a. The request should be clearly stated.
b. The reasons for the request should be presented.
c. If any financial costs are involved, they should be explained.
d. All expenses should be justified.
e. Recommendations for action should be presented.
f. Throughout the memo tact and diplomacy should be used.

Consider the following case:

Humayun would like to attend a time management training program that will be
sponsored by the chamber of commerce at a local hotel. The manager has asked Hirdesh
to put his request in writing. Figure 9.7 depicts Hirdeshs memo.
The memo is direct and clear, but not suitable from the readers point of view.

Thus, it may even fail to achieve its objective.

To achieve its objective, Hirdeshs memo will have to be like a sales message. The
request should be clearly stated. The memo should motivate the reader to take the desired
action.

The second version reminds the reader of a previous conversation during which the
seminar was discussed. This serves as an introduction to the main memo. The reasons are
then presented persuasively showing indirect and direct benefits to the company (i.e.,
reader oriented). Finally, there is a request for action.
2. Confirmation Memo

A confirmation memo is designed to confirm in writing something that has been

agreed to verbally. Consider, for example, the sales manager who promises to
provide sales coverage to six more cities if the general manager provides him with
three additional salespeople.

When the general manager and the sales manager agree on this plan of action, it
is common to find the general manager confirming this agreement with a memo.

Three important guidelines should be followed for writing the memo:

a. Be specific regarding the major points that were discussed and verbally agreed upon.
b. Enumerate the major points to emphasize them and allow easy reference to them in
future discussions.
c. Encourage feedback on any misunderstood or unclear points.
This message follows the three guidelines for confirmation memos. In this memo
Krishna Murli first raises the major points that were previously discussed and agreed
upon. Then he outlines the five major points he wants his sales manager to understand.
By numbering them, Krishna ensures that all of them are equally emphasized. Finally, he
gives Narayan Murthy the opportunity to ask questions.
3. Periodic Report Memo
Periodic report memos monthly cost control reports, quarterly sales reports are
submitted at regular intervals.
Since these memos are written frequently, they are designed and preprinted so that the
writer can complete them quickly.
There are three helpful guidelines for constructing a periodic report memo:
a. The memo should be designed as a fill-in form on which data can be entered quickly.
b. The form should be designed so that it can be duplicated and re-used.
c. If narrative or descriptive commentary is necessary, a place should be provided on the
form.
The value of a periodic memo is best illustrated with a comparison. Take a look at the
memo in Figure 9.10 and then see how the readability and comprehension is improved
by the style used in Figure 9.11.

The memo in Figure 9.10 is difficult to read, grasp and make comparisons. But the
report memo in Figure 9.11 is concise, comprehensive and easy to understand.
4. Ideas and Suggestions Memo
Sometimes memos are used to convey ideas or suggestions. Very often managers ask
subordinates for suggestions for tackling certain problems. In such instances, an ideas and
suggestions memo is required.
Follow the guidelines listed below for writing this type of memo:
a. Begin with positive comments about the current situation (no one likes to be shot
down), and then tactfully present suggestions for change.
b. Group ideas according to subject and use headings to highlight them.
c. Be specific and dont stray off the point.

What is wrong with this memo?

i. The writer is too general. She has not pointed out what the company should do
to tackle its problems.
ii. She is more concerned with keeping her boss happy than with
presenting useful suggestions.
 The opening paragraphs define the problem tactfully. The recommendations are grouped
by headings, and each is carefully explained. The conclusion is action oriented. The
writer indicates how the recommendations can be implemented.

5. Informal Study Results Memo

Organizational personnel are sometimes asked to write the results of an informal study in
a memo. The objective of the message is to present the information in an easy-to-read,
understandable form.
Follow the guidelines listed below:
a. State the purpose at the beginning (and stick to it).
b. Use headings and sub-headings to make the reading as easy as possible. Present data in
a Findings section and interpret it in another called Conclusions.
c. Be specific. Stay on the point and address different issues one by one, systematically.
d. Unless there is good reason to do otherwise, write the memo in informal language and
use personal pronouns.

The memo in Figure 9.14 is an example of an informal study results memo that
was written in response to a request from a top manager.
The opening paragraph states the purpose of the memo; headings and
sub-headings act as signposts for the reader. Specific numbered points make the
memo easy to read and understand.