MEMORANDUM

Definition
Memo is an abbreviation of the word memorandum, and these make up
part of inter and intra departmental correspondence. Memos literally
mean ‘to provide information’. A memo is written statement that
provides information by a person or a committee to other people. The
following is a summation of a memo:

 A memorandum is considered as inside communication.

 It is written to someone within your company or same
organization.
 A brief official note circulated to one or more people, depending
on the nature of information to be circulated.
The basic purpose of a memo is to inform, make requests, to put on
record, to report and to invite suggestions.
Advantages

 Memos are quick

 Inexpensive/cheap
 Convenient
 Provide a written record
A memo is less than a formal letter and does not use the same tone as
that of a letter. It usually conveys one idea and is likely to be short. An
effective memo is clearly written with objective stated in the first
sentence.
Uses of Memos include:
To inquire

1
To Inform
To Report
To Remind
To transmit
To promote Goodwill
The following questions should be answered writing a memo;
1. Exactly why are you writing the memo?
2. Is the person you are writing to in a position to make a decision?
3. Do you state your objectives immediately?
Many companies have their own format in which the message is written
and sent across to other members. Check your memo for the following:
 Is it easy to find the main point?
 Would it help to underline or indent, or bullet the main points?
 Does your memo have plenty of white space for easy readability?
 Have you removed unnecessary words?
 Is your memo full of technical jargon?
A memo should be designed to easily get the message across quickly.
Organization of a Memo
1. Statement of purpose
2. Message
3. Statement of future Action
Use enumerations to list important items.
Use solid capitals and centering to emphasize an important detail.
Use columns with headings to make reading and understanding easier.
2
Use underlining and side headings to show natural breaks.
Use bullets to emphasize several points.
Use boldface and italics when appropriate.
Use color coding to attract attention.
Don’ts
Do not write memos or any other communications which are
unnecessary.
Do not write complicated, hard to understand memos, keep them simple
and to the point.
Do not send memos that have typos, misspelled words, or grammatical
errors.
Do not waste space by writing unnecessary introductory material.
Do not leave out necessary details, causing people to ask follow up
questions.
Do not use a closing line or signature in a memo.
Basic Parts of a Memo
To:
From:
Date:
Subject:
…Body…of…the…memorandum(…single…space)
…………………………………………………………..

3
…………………………………………………………………………..
Reference Initials
Name:
Signature.
Memos should be; clear, concise, correct, concrete, and complete. A
good memo will:
State the purpose clearly
Present the message effectively
Uses a courteous tone
Gives readers complete and accurate details
Concludes appropriately.
CIRCULARS AND NOTICES
Circulars and notices are part of inter departmental communication.
Informational messages are transmitted to the members of the
organization through circulars or put up notices for everyone to read.
The parts of a circular or notice are as follows:
 Day
 Date
 Time and
 Place or venue of the meeting and the purpose of the business
transacted.
Circulars and notices are occasionally displayed on notice boards and
the same information is circulated within the organization. The tone of
both circulars and notices is in form of a request instead of a command.
This ensures that it is polite and courteous.
4
 NOTICE
Zambia Air services Training Institute
Kenneth Kaunda International Airport
NOTICE
Members of the Engineering department are requested to meet in the
boardroom for an important meeting on Tuesday, 10th April 2015, to
discuss the new curriculum.

CIRCULAR
Zambia Air Services Training Institute
Kenneth Kaunda International Airport

Dated: 28TH May, 2015.

Circular No.425/56
The minister of Transport and Communications will be visiting the
School on Monday 1st June, 2015 to familiarize himself with the School.
He would also be awarding scholarships to well deserving students.
Lecturers and Students are requested to be present for this important
occasion.

Mr. C. Circular
Principal

5
 AGENDA
An agenda for a meeting is prepared in advance. It should include a list
of things to be discussed. The purpose of having the agenda circulated in
advance is so that it enables participants to mentally prepare themselves
for the meeting. Preparing the agenda and having it sent before time is
advantageous because no time is wasted on issues that are not part of the
agenda during the meeting. The agenda is affixed to a circular and sent
to all members.
An agenda contains the following:
1. Name of the organization and location.
2. Day, date, year, and place of meeting to be convened
3. Minutes of the previous meeting.
4. Various issues to be discussed.
5. Signature of the concerned authority or Secretary.
If the agenda is one in a series for meetings held on any specific issues,
the number of meeting could also be mentioned.

MINUTES
Minutes are a formal recording of the proceedings of a meeting. These
are written to ensure that all relevant issues being discussed are put on
record and can be referred to by members of the organization at a later
date. The minutes provide a detailed record of the discussion. They are
always written in reported speech form and direct quotations are
avoided.
Minutes emphasize the main points of the discussion, conclusions
arrived at, and the recommendations made. Minute are written or taken

6
down by the secretary of the company or a person especially designated
for the task. Minutes might be circulated prior to the meeting or read
aloud for everyone at the time of the meeting. The chairman signs the
minutes after everyone has approved of them and adopted. When
minutes are ben taken down care should be taken to ensure that all
relevant points are written in the right context. Sentences should flow
logically; recording of information can either be done in the point form
or with topical headings, or for greater emphasis, underlining the start
point. Highlighted points should be underlined or put in italics, Names
of people should be cited at the time of reporting a statement, e.g Mr
Minutes emphasized that…
The following details should be present:
1. Name of the organization.
2. Specification of the place, date, month, year and time.
3. Name of members, listed in order of seniority. The designation of
the officers maybe specified.
4. Name of presiding officer should be listed above the names of the
members for greater emphasis.
5. Names of members who were invited for the meeting and could
not make it separate column.
6. Specification of Agenda.
7. Details of dissension, if any
8. Record of details.
9. Signature of the secretary(which is in the right-hand column) and
the presiding officer(which is in the left-hand column)
10. Vote of Thanks.

7
8