LESSON OBJECTIVES

❑ Identify the parts of a memorandum;

❑ Discuss the advantages of a memorandum; and
❑ Create a memorandum addressing to
employees.
 INTEROFFICE
COMMUNICATION:
MEMORANDUM
IC-JEEP 120
 What is a
MEMORANDUM?
o When you need to update your
colleagues on important
information or make an
announcement at your
workplace, a business memo can
be an ideal way to address a
specific audience in a formal
context.
PURPOSE OF MEMOS

✔ to quickly communicate a wide audience

with a brief and important information
BASICS OF A MEMO
❑ Memos are usually more formal than emails and are
often used when you need to give your message a
more oicial look.

❑ Memos can be addressed to a single person or a

group. As with any business document, always
remain professional and polite, even if you have to
address a negative topic.

❑ An oicial memo is no place to single someone out in

a critical way, so focus on facts and constructive
plans for the future.
Advantages of
a
Memorandum
Memos provide a written record
✔ It can be filed for future references
✔ By referring to the memorandum at
a later date, both receiver and
sender are reminded of specifics
such as individuals responsibilities
and deadlines.
Memos is suitable for transmitting complex
information
✔ When a spoken message contains a

lot of very specific details, listener

has a difficulty remembering it.
Memos can reach a large audience
simultaneuosly.
✔ A memo can reach a large number of

individuals easily.
PARTS OF A
MEMORANDUM
Heading
o Date: The date on which you send the memo to its
intended audience
o To: The name and/or title of the individual(s) or team(s)
to whom your memo is primarily addressed
o From: Your name; usually, this is accompanied by your
handwrien initials and possibly your job title
o Subject: A phrase that sums up the memo’s content
Heading
Body
✔ It is aligned with first letters of the headings.

✔ The first paragraph begins two or more spaces after

the last heading.
✔ Omit salutation and complimentary close.

✔ Use full-blocked style for a memo.

✔ Provide at least 1’’ margin for each side, 2’’ top margin,
and 1’’ bottom margin
✔ Cc (Optional): The name or title of anyone else who will
Body
o FIRST PARAGRAPH: State quickly and clearly
the purpose of your memo.

o SECOND PARAGRAPH: Provide context or

supporting evidence.
o THIRD PARAGRAPH: Include specific request of
each employee or inform staff of upcoming
events
Body
WRITING A BUSINESS MEMO
✔ Avoid general or vague subject lines.
✔ It should be clear from the very first sentence
what the memo is about.
✔ Keep your audience top of mind.
✔ Include only relevant information.
✔ Choose the right tone.
✔ Choose the right communication channel.
STANDARD FORMAT
OF A MEMO
EXAMPLES OF A MEMORANDUM
EXAMPLES OF A
MEMORANDUM
EXAMPLES OF A MEMORANDUM
EXAMPLES OF A MEMORANDUM
EXAMPLES OF A
MEMORANDUM
FIVE POINTS OF A
MEMORANDUM:
Take note of these key points in writing memos:
o It doesn’t have an inside address;
o It has no personal closing;
o Its subject maer is either announced or
posted at the onset;
o It usually require no introduction or
conclusion;
o It does not strictly require a printed or
penned signature of the writer;
ACTIVITY
Assuming that you are the President of ROBS
Department Store, write a leer of
memorandum announcing a Holiday Work
Schedule.
o Choose the best way to present the
information so employees can
understand it without reading a lot of
text.
Assignment:
Why is writing a meeting minutes important?
Write five (5) reasons/details on your
journal.