Memos

The memorandum (plural memoranda), also called ‘memo’ is a written

communication from one person to another (or group of people) within the same
organisation. The aim should be to put over the message as concisely as possible
while still being courteous, clear, concise and correct.
Memos serve a variety of purposes:

• to inform of decisions, actions, etc.

• to request decisions, actions, etc.

• to remind someone of action required

• to provide information of any kind

 STRUCTURE
The four-point plan for structuring all business documents should also be applied to
memos.
Subject heading
Give a brief indication of the topic

Main body of memo

Introduction – Background:
# briefly give the reason for writing
# refer to previous communication
# who? what? where? when?
Details – Facts and figures:
# logical sequence
# separate into paragraphs – each one dealing with a separate aspect of
the main theme
Response – An action statement:
# action you want the reader to take
# action you will take
# deadline
Close - A relevant one-liner
MEMORANDUM

To Kapil Gulati, Branch Manager, Ramada Inn

From Nishu Singhal, Managing Director, Hotel Inn
Ref DH/LPO
Date 21 November 2009

SALES INSPECTION ON 29 NOVEMBER 2009

I will be taking Mr. Anuj Tiwari our new Sales Director, to visit all our Northern
branches during week commencing 25 November.
Our visit to your branch will be on Tuesday 29 November 2009 and we expect to arrive at
10:00 am
Please arrange for a brief tour to be conducted in the morning followed by a meeting with
you. After lunch Mr. Tiwari would like to meet all the sales staff.
Please confirm the above arrangements as soon as possible.

Signature
Minutes of Meeting
An accurate written record of meetings is essential for all those who attended the meeting
but also for those who were unable to attend.

• Verbatim minutes
These are used primarily in court reporting where everything needs to be recorded
word for word.

• Minutes of resolution
Only the main conclusions that are reached at the meeting are recorded, not a
note of the discussions that took place. These are usually used for minutes of
AGMs and other statutory meetings. It is important to note the exact wording of
any resolutions passed.

• Minutes of narration
These minutes will be a concise summary of all the discussions that took place,
reports received, actions to be taken and decisions made.
ARORA HOLDINGS PVT. LTD.

Minutes of a meeting of the Sports & Social Club held in conference suite on
Friday 18 December 2009 at 6:00 pm

PRESENT Mr. Anuj Malik (Chairman) Mr. Kapil Gulati

Miss Apurva Maheshwari Mr. Nishu Singhal
Mr. Snehil Ashish Miss Sonam Kamboj

1.Apologies for absence

No apologies were received
2.Minutes of last meeting
The Chairman asked members to correct an error in item 3.1 where the Rs.1,200 should
read Rs. 12,000. After this correction the minutes were approved and signed by the
Chairman as a correct record.
3.Matters Arising
There were no matters arising
4.Chairman’s Report
The Chairman pointed out that membership had fallen by 20% over the last 6 months. It
was felt that this was due largely to lack of publicity during the present year, and also
because new employees were not sure how to join. Various decisions were reached:
4.1 Circular to staff
4.2 Social Evening
5. Football Results and Matches
5.1 Kapil Gulati reported on the results of the 3 football matches during April
5.2 Future matches were scheduled to be:
Team A Vs Team B 18 Jan 2010
Team A Vs Team C 25 Jan2010
6. New keep fit classes

7. Purchase of Tennis Equipment

8. Annual Dinner and Dance

9. Any other Business

10. Date of next meeting

…………………….. (Chairman)
……………………….( Date)

CE/ST
21 December 2009