1. Heading.

It is the topmost part of any correspondence containing the company name,

seal or logo, company address, website, and even communication lines. It indicates the source of
the document.

Example:

WORLD BUILDERS COMPANY

Commonwealth Ave. ,Quezon City

www.wbc.com.ph

2. Date. A part that shows the day, month and year when the document was written.

Example: 06 May 2009

16 July 2009

3. Inside Address. It states the name of the person or office when the letter is forwarded.
Four major information appear in this part: the name of the addressee, position, office name,
office address, and if mailed through the postal service, include the postal code or ZIP code. The
presence of the postal code facilitates expeditious sorting of mails by the machine.

Example:

ENGR. MICHAEL V. BENAVIDEZ, JR.

Project Engineer

Satellite Communication

1107 Central Avenue, New Era, Quezon City

Note:
1. The line spells the title, first name, middle initial, surname and other name of addressee
in uppercases letters.

2. The second line is exclusively a space for the designation or position which may be
changed anytime.

3. The third line states the name of the company, and

4. The fourth line contains the postal code followed by the complete address or traceable
location of the letter receiver.

5. Never write to a person whose complete name is not known to you.

4. Salutation. This is the greetings of the letter. Common greetings may be illustrated
through these styles:

Example:

Dear Engineer Benavidez: - if the writer is a superior or of same rank with the addresses.

S i r : - if the writer considers himself a subordinate of the addressee.

5. Body. It contains the message or content of the document. This part normally includes
information about time, date, place, people, topic and mechanics of the subject of the document.

6. Complimentary Close. This serves as the farewell part of the document. Common closes
include yours truly, truly yours, very truly yours, sincerely, sincerely yours, respectfully yours.

7. Signature Block. It indicates the complete name and signature of the party who sends the
document, Signature Block donates accountability on the part of the signatory.

8. Reference Initial. This part reflects the alphabetic, numeric, or combination of the both
as code of the document writer, encoder or secretary who are secondary accountable persons as
to the veracity, truthfulness or authenticity of the document.

9. Copy Furnish Notation. A part of the letter spells the names of persons or offices that
are provided another copy of such document. It is indicated by cf: not cc: as the latter denotes
carbon copy notation. In modern technical communication, we do not use carbon paper anymore,
the most primitive material in replicating copies, because resograph, laser printers or other
photocopying machines perform the production of affordable multiple original copies.

10. Postscript. It reiterates, stresses or emphasizes an information that is stated at the body of
the document. It does not supply a forgotten information. In some cases, writers use N.B. ( nota
bene ) or note well or simply “note”
11. Enclosure Notation. Also called attachment, denotes that other document accompanies
the main paper. Below the signature block the writer indicates: enclosed as stated or attached as
stated.

12. Notation Line. A part indicated below the signature that contains the name and signature
of the signatory’s superior. The notation line evidences that the signatory that the signatory
thereon consents or is knowledgeable or aware about the totality of that document. Normally,
“Noted” appears which means consented “Noted by” means consented by a proxy of the noting
party.

13. Subject Line. It spells the topic of the document or a memorandum.

14. Date Line. In a memorandum, the date when the instrument was penned by the issuing
party.

15. Sender Line. This is a part of the memorandum that reflects the position only of the
issuing authority.

16. Addressee Line. It is a part of the memorandum that indicates the names of limited
number of memorandum receivers or collectivity of concerned addressees.

17. Through Line. This part of a document shows the channel, the immediate superior
whom the sender channels a document intended to be sent to further higher ranks in the same
organization. As a matter of protocol, this procedure avoids bypassing the immediate superior,
and is a prudent showing of ethics about communication processes.

18. Attention Line. A part indicated on the letter, if the sender intends to convey a written
message to a subordinate of a superior in another organization. As a matter of protocol again,
courtesy needs to be accorded to the chief of office who will thereafter signal an action of a
subordinate whose name appears at the attention line.

A memorandum (memo) is a written serves as a reminder for particular matter. Memos

relay information to a large number of readers at the same time. A memorandum is a
document that records events in the workplace for everyone’s information.

Types of Memo

1. Instruction Memo – contains directives that organization members need to follow

(e.g., a memo to remind employees to strictly follow the company’s dress code)
 2. Request Memo – contains a request for the provision of facilities and services (e.g.,
request for the use of the conference room for meeting)
3. Announcement Memo – notice of an important event in the organization (e.g.,
hiring, company fire dill)
4. Transmittal Memo – notice officially announcing the release of a report (e.g., memo
transmitting the annual report manager)
5. Authorization Memo – granting permission to the undertaking of an operation in
the organization (e.g., permission to receive a document)

Memos are used for the internal undertakings of an organization whereas business
letters are used for external operations of the organization. Memos are more focused on the
flow of communication within the organization.

Format of a Memo

Word processing software programs have varied memo temples to choose from making
it easier to write memos. As indicated in the inverted pyramid, the information should flow
from the most important to the least. On the next page is a sample memo.

The following should be considered in writing a memorandum:

1. Use formal or academic language

2. Clarity

3. Conciseness

4. General use of the active voice of the verb

5. Absence of grammar lapses

Memorandum Formats

Memorandums or memo - (or memorandum, meaning “reminder”) is defined by

Merriam-Webster as a "brief written message or report from one person or department in a
company or organization to another." In practice, a memo is used for communicating
policies, procedures, or related official business within an organization. It is often written
from a one-to-all perspective, broadcasting a message to an audience, rather than a one-
on-one, interpersonal communication. It may be used to update a team on activities for a
given project or to inform a specific group within a company of an event, action, or
observance.

A memo’s purpose is often to inform, but it may occasionally include an element of

persuasion or a call-to-action. All organizations have informal and formal communication
networks. The unofficial, informal communication network within an organization is often
referred to as the grapevine, and it is characterized by rumour, gossip, and innuendo.
 On the grapevine, one person may hear that someone else is going to be laid off and
start passing the news around. Rumours change and transform as they are passed from
person to person, and before you know it, the word is that they are shutting down your
entire department!

One effective way to address unofficial speculation is to spell out clearly for all
employees what is going on with a particular issue. If budget cuts are a concern, then you
could send a memo explaining the changes that are imminent. If a company wants
employees to take action, they may issue a memo. For example, on February 13, 2009,
upper management at the Panasonic Corporation issued a declaration that all employees
should buy at least $1,600 worth of Panasonic products. The company president noted that
if everyone supported the company with purchases, it would benefit all (Lewis, 2009). While
memos do not normally include a call-to-action that requires personal spending, they do
usually represent the organization’s interests. They may also include statements that align
business and employee interest.

Memo Format

A memo has a header that indicates who sent it and who the intended recipients
are. Pay particular attention to the title of the individual(s) in this section. Date and subject
lines are also present, followed by a message that contains a declaration, a discussion, and
a summary.

In a standard writing format, we might expect to see an introduction, a body, and a

conclusion. All these are present in a memo, and each part has a purpose. The introduction
in the opening uses a declarative sentence to announce the main topic. The body
elaborates or lists major points associated with the topic, and the conclusion serves as a
summary. Let’s examine a sample memo.

HEADING FORMAT. The heading should be at the top of the page, aligned to the left-hand side
of the page. Capitalize the words

“TO:”, “FROM:”, “DATE:”, and “SUBJECT:”.

A sample heading would look like:

TO: Name and job title of the recipient

FROM: Your name and job title

DATE: Complete date when the memo was written

SUBJECT: (or RE What the memo is about (highlighted in some way)

When constructing the heading, be sure to double space between sections and align the text.

You may choose to add a line below the heading that goes all the way across the page. This will
separate the heading from the body of the memo.

Example Memo:

To: All Employees

From: Maya James, President, Provincial University

Date: September 21, 2015

Subject: Future Expenditure Guidelines

After careful deliberation, I have determined it is necessary to begin the initial steps of a
financial stewardship program that carries Provincial University through what appears to be a
two-year cycle of a severe provincial shortfall in revenue and subsequent necessary legislative
budget reductions.

Beginning September 24, 2015, the following actions are being implemented for the General
Fund, Auxiliary Fund, and Capital Fund in order to address the projected reductions in our
provincial aid for the remainder of this year, 2015/2016, and for the next year, 2016/2017.

Only purchases needed to operate the university should be made so that we can begin
saving to reduce the impact of the 2016/2017 budget reductions.

Requests for out-of-province travel will require approval from the Executive Committee to
ensure that only necessary institutional travel occurs as well as purchase, including in-province
travel and budget transfers, will require the appropriate vice president’s approval.

Please understand that we are taking these prudent steps to create savings that will allow
ProvU to reduce the impact of projected cuts in expected 2016/2017 legislative reductions.
Thank you for your cooperation. Please direct any questions to my office.

4.16. Five Tips for Effective Business Memos

1. Audience Orientation

Always consider the audience and their needs when preparing a memo. An acronym
or abbreviation that is known to management may not be known by all the employees of the
organization, so, if the memo is to be posted and distributed within the organization, your
goal should be clear and concise communication at all levels with no ambiguity.

2. Professional, Formal Tone

Memos are often announcements, and the person sending the memo speaks for a part
or all of the organization. While it may contain a request for feedback, the announcement
itself is linear, from the organization to the employees. The memo may have legal standing,
as it often reflects policies or procedures.

3. Subject Emphasis

The subject is normally declared in the subject line and should be clear and concise. If
the memo is announcing the observance of a holiday, for example, the specific holiday
should be named in the subject line—for example, use “Thanksgiving weekend schedule”
rather than “holiday observance.”

4. Direct Format

Memos are always direct, meaning they get to the point quickly and the purpose is
clearly announced.

5. Objectivity

Memos are a place for just the facts and should have an objective tone without
personal bias, preference, or interest on display. Avoid subjectivity.