LEARNING OBJECTIVES:

➢ Define a memorandum.

➢ Identify the parts of a memo.

➢ Write a memorandum.
 MEMORANDUM
A memo (or memorandum, meaning “reminder”) is
normally used for communicating policies, procedures,
or related official business within an
organization. Memo is written for numerous internal
purposes--for example, to request information, to make
announcements, to outline policies, and to transmit
meeting minutes.
 MEMO PURPOSE
A memo’s purpose is often to inform, but it occasionally includes 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
called the grapevine, and it is often characterized by rumor, gossip, and
innuendo.
One effective way to address informal, unofficial speculation is to spell out
clearly for all employees what is going on with a particular issue.
Memo without CC
MEMORANDUM
To: [Audience]
From: [First Name] [Last Name], [Job Title]
Date: {Month} [DD], [YYYY]
Subject: [Specific]

Memo with CC
MEMORANDUM
To: [Audience]
CC: [First Name] [Last name]
From: [First Name] [Last Name], [Job Title]
Date: {Month} [DD], [YYYY]
Subject: [Brief subject line]

MEMO FORMAT
HEADING
Re: We Will Have an Important Meeting
about the Proposed GE Reform on
Monday at 10 a.m.
Re: Proposed GE Reform Meeting on Monday
at 10
Re: Meeting
Re: How to Enter Bibliographic Information
on Zotero
Re: Bibliographic Entry, Instruction for Zotero
Re: Entering Bibliographic Information
EVALUATING SUBJECT LINES
Re: New Employee Benefit
Re: Tuition Reimbursement Will Now be Offered
to Employees Who Take Work-Related Classes
and Earn at least a 3.0
Re: New Tuition Reimbursement Policy
Re: When You Can Deduct the Cost of a
Conference Meal
Re: Attendance at Conferences
Re: Reimbursement Procedures for Conference
Meals
Clearly and concisely
communicate the information
the memo concerns as
efficiently as possible.
➢ Introduction: Short
paragraph of two or three
sentences that let the
people know the reason for
the memo in a direct
manner.

MEMO FORMAT
BODY
Paragraph 2

➢ Provide context or
supporting evidence.
Context could be the
event, circumstance, or
background of the
problem you are solving.
Paragraph 3

➢ Closing/conclusion of the
memo should clarify what
action need to be taken
and when it needs to be
completed. You might
include your specific
request to each
employee.
Center, capitalize and bold the word memorandum at the top of the page.
Capitalize and bold the headings (to, from, subject, & date) and follow them with a : · Set
a tab at 1" and tab to it after each heading before entering the information relative to
each heading (so that heading information lines up when printed).
After printing, sign your initials following your name in the “from” line.
Double space after the date line before beginning the body of your memo.
Single space within paragraphs and double space between them.
Unless you are using a bulleted list, use a block format so that all lines begin flush with
the left margin.
Memos should be written in a standard (Times New Roman or Arial), size-12 font.
Margins on all sides should be one inch.
Paragraphs should be written in "block" style, which means leaving a line between
paragraphs and not indenting the first line.

MEMO FORMAT
DOES THE SUBJECT LINE EFFECTIVE?
WHAT FUNCTION DOES THE OPENING PARAGRAPH SERVE?
HOW DOES THE MEMO CLOSE?
WHAT TIP/S CAN YOU GIVE TO IMPROVE THIS MEMO?
Scenario #1:
You work as a clerk in the personnel department. For the past six years you have taken your vacation in the usual
summer months. This year, however, your sister is getting married and you will need to travel out of town and would
like to take your two week vacation in October. You are aware that vacation leave is not normally granted at this time
of year, but feel your reasons are valid. Write a memo to your unit head, Mr. Roberts, to inform him of your situation
and request your vacation for October.
Scenario #2
You are the Training Co-ordinator. You have been asked to make arrangements for a half-day seminar at the
Conference Centre. The seminar is for 25 Division Chiefs from various departments. Write a memo to the director of
the Conference Centre, Mary-Ann Downs, making arrangements for space, tables, audio-visual equipment, and
refreshments.
Scenario # 3
You are employed in the accounting department for a large company. Your department paper shredder has been
causing problems because it gets used so much. Write a memo to the purchasing manager explaining the problem
and requesting the purchase of a new, larger capacity paper shredder.

APPLICATION