BUSINESS

Memorandum
Professional English (MPU2222)
 OBJECTIVES
At the end of the lesson, students should be able to:
1. Write a memorandum according to a situation

given
2. Acknowledge the purpose of writing memorandum

3. Know the format and organization of a

memorandum

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ASPECTS OF BUSINESS MEMORANDUM
1. What is a memorandum?
2. When should you write a memo?
3. Format of a memo
4. Organization of a memo
5. Style and tone
6. Distribution medium
7. Tips for writing an effective memo

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 WHAT IS A MEMORANDUM?
‐ A memo or memorandum, is a written document businesses use
to communicate an announcement or notification.
‐ It is used for internal communications regarding procedures or
official business within an organization.
‐ In business, the purpose of a memo is to provide or request
information from people within your organization.
‐ Memos are now commonly sent in the form of an email.

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 WHEN SHOULD YOU WRITE A MEMO?
For the most part, the purpose of writing a memo is to inform. However,
memos can occasionally include a call to action or a persuasive element.
1. Informing employees about company policy or process changes
2. Providing an update on key projects or goals
3. Making an announcement about the company (employee promotion / new
hire)
4. Reminding employees about a task that needs to be completed
5. Making a request of all employees
6. Communicating a message that employees will refer to more that once
(detailed proposal / recommendation)
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FORMAT OF A MEMO

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 FORMAT OF A MEMO
▪ These headings may be
double- or single-spaced, and
the SUBJECT line is often in all
capital letters.
▪ The order of the items can
vary.
▪ Many organizations have
their own style preferences
on these issues.
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▪ The text of memos typically
uses block format, with
single-spaced lines, an extra
space between paragraphs,
no indentions for new
paragraphs.
▪ However if it stretches to a
few pages in length, double
spacing may be used to
improve readability.
 ORGANIZATION OF A MEMO
Professional communication forms are organized according
to one of two strategies:
1. The DIRECT organization – presents the purpose of the
document in the first paragraph (sometimes the first
sentence) and provides supporting details in the body.
2. The INDIRECT organization – opens with relevant,
attention-getting details that do not directly state the
purpose of the document. It is revealed in the body of the
message.
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ORGANIZATION OF A MEMO

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 Sample of
direct memo

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 Sample of
indirect
memo

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 STYLE AND TONE
1. While memo reports and policy memos have a more
formal tone, most memos will have a conversational
style – slightly informal but still professional.
2. Just keep in mind that the relationship is a professional
one, so the writing should reflect that.
3. The audience may contain a variety of readers, and the
style and tone should be appropriate for all their
technical and authority levels.

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STYLE AND TONE

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 DISTRIBUTION MEDIUM
▪ Memos may be distributed manually through print
medium in the case which not all employees have access
to email.
▪ Organizations with access to email may distribute memos
as attachments to email or as an email.
▪ In organizations in which email reaches every employee,
writers must determine whether to send a memo or an
email message to convey their information.

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 DISTRIBUTION MEDIUM
▪ In cases such as this, writers ▪ These types of messages should be
should consider three written in memo format and
factors: attached to an email for fast
1. The nature of the message distribution:
2. The depth/number of its 1. Messages with official aura (new
details policies / revision of policies)
3. Its likelihood of being printed 2. Messages containing much detail
for easier reference (complicated instructions)
3. Messages requiring reference away
from a computer
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 TIPS FOR WRITING AN EFFECTIVE MEMO
Your memo should be It should be logically Check for correct
succinct, formal, clear, organized, accurate, grammar, spelling and
interesting and easy to well-researched and punctuation
read informative

Highlight important Avoid the use of slang, Avoid using technical

points and reduce colloquialisms and jargon and
unnecessary wordiness contractions abbreviations that the
with headings, sub- recipient may not
headings, bullet points understand

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 “
Seek first to understand,
then to be understood.
Stephen Covey

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