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What is Memorandum?

● Is from the Latin verbal phase “memorandum est.” the gerundive form of the verb
“memoro” which means “it must be remembered.’’
● It is a note, document, or other communication that helps the memory by recording
events or observations on a topic, such may be used in any private or public agencies
office.
● the plural form of the Latin noun “memorandum” is “memoranda,” but if the word is
deemed to have become a word of the English language, the plural “memorandum,”
abbreviated as “memos” may be used.
● Is an inter-office communication that is dealing with office matter.
●”a note to help memory”
● May be general in application, requiring compliance by, or information of a majority of
all the officers and members of the police organization
● It may also be of limited application, such as those directed to, or requiring
performance of an action by an individual or group of individuals within a particular
police unit, directorate, service, region, province, station, or section.
● Police executives may issue administrative instructions in the form of a Memorandum.
● Subordinate officials may use this form only on matters of advisory or informative in
nature.
● Routine memorandum is presently resorting to a “bottom line” technique to enable the
police executives to know right away what has been done about the problem at hand.

Tones of Memorandum

● The tone of the memorandum differs in accordance with the person or persons reading
it.

FROM TO TONE EXAMPLE

Higher police office Subordinate Impersonal “For guidance and strict
Compliance”
Equal rank Equal rank Casually Personal “ The Undersigned notices
change in…”
Subordinate Higher police office Formal “ For info and request
acknowledgement”

Position and Placement

● Typed on a legal or custom-size bond paper

● Only one side of the sheet is used
● Ordinarily, three copies are prepared. One copy accompanies the original, and the other
is kept for the file. An exception to the rule occurs when a letter is sent from an office
not authorized to keep records, in which case both copies, accompany the original, one
for the recipient and one for the first office record.
● The heading includes the addressee, appears on the upper third of the sheet, so that
when the paper is folded, the address can be seen through the window envelope.
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● On the letter addressed to a single addressee, about five blank spaces between the first
lines of the body of the letter are needed to meet this requirements. The rule of the
placement is followed even though a window envelope is not used. The body is placed on
the lower two-thirds of the sheet. It is followed by a complimentary ending.

Purpose of Memorandum

The purpose of the memorandum is often to inform, but it occasionally includes

an element of persuasion or call to action. The police organization has formal and
informal communication networks. One effective way to address informal, unofficial
speculation is to spell out clearly for all officers and members what is going on with a
particular issue.
While a memorandum does not normally include a call to action that requires
personal spending, it often represents the police organization’s interest. It may also
include statements that align the police organization and the rank and file interests and
underscore common ground and benefit.

CIVILIAN BUSINESS LETTER

Business letters are timeless ways to convey important information to

shareholders, notify staff change, and inform prospective clients of new
services. The conventional style of writing formal letters is block format.

What is a Block Letter Format?

A block letter format is a minimalist letter type that utilizes simple outlines

to delineate a message. Block letter format’s text is aligned to the left with
single spacing between the lines and double spacing to separate the
paragraphs instead of the usual indentations.

Types of Block Letter Formats

1. Full Block Format

The full block letter format or the traditional block is the most common
block letter format. Most companies and official organizations use the full
block letter format in letters. Full block letters have the entire text aligned
to the left and have closed punctuation requirements. A colon or comma is
usually common after the salutation clause. However, you will not require
ending punctuation in open punctuation full block letters after the
salutation. All enclosures and dates are also left-aligned.
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 Content is aligned to the left margin of the page.

 In appearance, it is quite simple. It means that the reader would find
it easy to read.
 A typist would also find it easier.
 There is a single line space in the paragraphs.

Sample Full Block Format

456 AnyplaceCity

Zip Code

Date

Mr. ABC

ABC Corporation

Place

City

Zip Code

Dear Mr. ABC,

My friend and your former employee informed me about a job vacancy of Office Manager at
ABC Corporation. I have a five-year experience of Administrative Assistant and it would be a
great opportunity to work for your company.

As you can see from my resume that I had been taking the different tasks at XYZ Company. I
had been involved in the workflow management of the company.

Thank you for considering my application.

Best Regards,

Mr. JKL

2. Semi-Block Format

Semi block or indented style is similar to a full block style, albeit informal.
The beginning of every paragraph is indented five character spaces and
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paragraphs separated by double space. The text is left-justified, while the

date and signoff are similar.

Use semi-block structure with caution. Always check whether the

organization you’re writing to accepts semi-block style before jeopardizing
your chances of a successful transaction.

 The beginning of the paragraph is indented at five-character spaces.

The rest of the paragraph is not indented.
 Sign off and date have a similar alignment.

Sample Semi-Block Format

                                                                                            Date

Dear ABC,

             I hope you are doing great in the new country. I am missing you a lot here. However,
I am quite aware of the fact that this opportunity is going to be great for your future. The
weather is excellent on your side as well.

             I have decided to resign from the current job as I have a great opportunity to apply
at XYZ Company. There is a vacancy for the post of administrative assistant and as you know I
had been interested in this post since the beginning of my career.

             I am fine and my married life is going great.

             I am looking forward to seeing you in the summer vacation. Send me a message
before coming so that I can make some arrangements. I have planned to have so much fun
this summer.

             Till next time,

                                                                                             LMN
3. Modified Block Format

In a modified block, the entire text is aligned to the left except for the date, signoff, and
sender’s address aligned to the right. However, the date and sign are roughly set at the
center but offset towards the right of the letter. The paragraphs are not intended, and
the spacing is similar to a full block structure spacing.
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Most organizations, businesses, and institutions prefer the full block style to the
modified and semi-block structures. If you are writing a letter to an organization you
have little knowledge about, choosing the safer option of a full-block letter format is
better.

 The address of the sender is roughly set at the center of the sheet.
 Date and sign off also have a similar alignment.

Sample Modified Block Format

                                                                                                                    456 AnyplaceCity
                                                                                                       Zip Code
                                                                                                Date
                                                                                                      Mr. ABC

ABC Corporation

Place

City

Zip Code

Dear ABC,

Thank you so much for informing me about the vacancy at XYZ company. It would be an
honor to work for your company. I am applying for the position of administrative assistant. It
would be great to have your reference for the said position.

I am taking additional training courses. There is software training, which would be completed
in 10 weeks and it would be a great help at my new job.

I am sending my resume for your reference. Feel free to contact me for any further
information.

                                                                                                    Regards,

                                                                                              LMN