Memorandum

Memorandum
A memorandum or memo for short is
commonly understood to be an official
document originating from an office.

A form of written internal communication
utilized in businesses and other office
environments.



There are various types of memos. For
example, in a business environment, the
Memorandum of Understanding (MOU) and
Memorandum of Association (MOA), are
common.

Apart from specific memos, two of which
have been cited earlier, a memorandum is
usually not more than one page.




A memorandum is generally made up of
three parts:
a) Introduction
b) Body
c) Conclusion
The headings in a standard format are:
To, From, Date, Subject and Reference. The
memo may be addressed to an individual or
a group of individuals.


They are usually addressed by position or
designation. Including a name and title if it is
addressed to an individual is an accepted
practice.
Below the headings are the introduction, body
and conclusion.
Introduction- the purpose or why the memo
is being written and what would be focus of
attention would be explained.


Body - provides details of the subject such as what is
the issue, what are the implications and other
considerations including options.
Conclusion - will state what needs to be done, by whom
and when.
The memo needs be brief and clear. The general rule is
one idea or issue per memo. If many ideas or issues
need to be communicated, it would be better to call for
a meeting or discussion. The target audience must be
kept in sight. Key questions such as why the memo is
being written, what needs to be conveyed and what is
the expected outcome must be constantly kept in mind.


Be economical with words. Use simple
language. Use the active voice. Use active
verbs. The reader wants to read the document
and move on to what needs to be done. Use the
correct titles before the name such as Mr.,
Mrs., Ms., and so on.
After completing the memo, review it for accuracy, brevity
and clarity. Read it out and check how it sounds or comes
through. Check details such as date and address. These are
important for ensuring that the message is delivered to the
correct target audience and quickly. Additionally, it makes
document control easier. Do not overlook the importance of
correct spelling and grammar.