6.

MEMO WRITING

A memorandum or memo for short is a means of conveying information within an

organization or a company. It is different from a letter which is meant for persons outside the
organization.
A MEMO is written in a simple matter - of - fact language. It has direct appeal and is
written in an unemotional tone. It maintains cordial relation among the employees.
The function of a memo is to establish accountability / responsibility. Memo forms a
permanent record of office information and decisions, which can be referred at later date. To
convey some official information to a person in the office without calling him, the authorities can
have the choice of memo writing.
It is meant for the following three purposes:
1. issued to a person / persons who is / are at fault and pulled up for his / her / their acts of
commission or omission.
2. to fix the responsibility on the employee / employees who has / have gone wrong in the
execution of an official work.
3. to convey some official information to the workers in the office without calling them.
In some companies, a memo has a specific protocol and format in a printed form. If there is no
such form, you can choose your own format. The word “MEMO” comes from the Latin
Memorandum, ‘a thing which must be remembered’.

TYPICAL COMPONENTS OF A MEMO:

1. HEADER: The Opening / Header Component consists of -
i. the Name of the Receiver and the Department that he belongs to
ii. the Name of the Sender and the department to which he belongs
iii. the Date.
iv. Reference number is needed if the action / enquiry takes a long period.
2. PURPOSE: A clear purpose statement (Subject) of the Memo.
3. DISCUSSION: A brief background of the subject of the Memo, the detailed information about
the Subject.
4. ACTION: The benefits / recommendations / actions taken, whichever is applicable.
5. SUMMARY: A clear concise statement, which stresses the purpose once again.
6. CC or BCC - to whom that Memo is meant and the name and signature of the sender.

SAMPLE MEMO I : (Reason 1: to a person / persons who is / are at fault and pulled up for
his / their acts of commission or omission)
As the Principal of a Private College, draft a Memo to an employee who always comes late -
issuing him a warning.
ST.JOHN’S COLLEGE
LAGUNA
Inter office Memorandum
To : Dr.Lee Harvey, Associate Professor of Bio-Chemistry
From :Principal Date : March 11, 2015
Sub : Warning for being late to the work
It is noticed that you have been always a late comer to the College mostly. You
belong to this place only and there is no genuine reason behind your act.
The information was taken to the Principal’s notice as it affects the normal
functioning of classes which you are handling. The Staff who are adjusting your classes find
it hard to fit in it as they have not been informed earlier about your absence. The students
also find it very difficult to cope with the situation as exams are nearing. Already many staff
are overworking and still they are adjusting the situation without even murmuring.
If you come late hereafter, it would be considered casual leave.
Hence, you are directed to handle your classes as per the time table allotted to you.
Hope you will be inside the college campus at the right time from tomorrow onwards.

CC : Head of the Department Dr. SEBASTIAN

(PRINCIPAL)

SAMPLE MEMO II : (Reason 2: to fix the responsibility on the employee / employees who
has / have gone wrong in the execution of an official work)
As the Managing Director of a reputed company, draft a memo to the employees who
spends more time in coffee break – issuing them a warning.
BALA CHEMICALS PRIVATE LIMITED
Inter office Memorandum
To : The Heads of all the Sections
From : Managing Director Date : January 8, 2015
Sub : Supply of tea during tea break
It is noticed that employees who go to canteen during tea break, stay there for more
than the specified break time of 15 minutes. It is learnt that some of the employees return to
work only after 30 - 40 minutes. It affects the normal functioning of the office work.
Hence, arrangement has been made to supply tea in their place of working itself
during tea breaks.
This will come into effect from January 10, 2015.

CC : The Heads of all the Sections MELANIE NG

SAMPLE MEMO III : (Reason 3: to convey some official information to the workers in the
office without calling them)
As the Chief Executive Officer, draft a memo to the employees advising them to be more
economical in using stationery.
 DE GUZMAN ENGINEERING GOODS PRIVATE LIMITED
RIZAL
Inter office Memorandum
To : Department Staff
From : Chief Executive Officer Date : February 23, 2015

Sub : Economy measure in stationery items

The cost of the stationery has increased greatly. The budget provision has almost
decreased.
Hence, it is proposed to strictly follow certain economic measures in the use of office
stationery.
One side blank papers will be supplied to the Departments which may kindly be used
for the rough drafting of letters and routine office memos.

CC : Department Heads & Staff T.DE GUZMAN

(Chief Executive Officer)

WORKSHEET
Draft the following Memos, inventing the details you think necessary.
1. To the employees of a company announcing a change in the working hours and explaining the
reasons for the change – announcing bonus as per their productivity.
2. As the Correspondent of a CBSE school, draft a memo to the faculties who have very poor
result of the classes they are handling.