Writing Memos

HEADING
1
1.5
Writing Memos 1.5
Short term
memorandum/memoranda used
for Memos?
for inter-office communication.
They present the most important
details readily and should be free
from unrelated or unnecessary
information. These should always
be brief and rely greatly on a clear
structure or outline.
 HEADING
Basic guidelines in 12
writing a Memo
The standard heading shall contain
the five headings at top of the first
page.
1
1. COMPANY NAME: usually contained in the
letterhead,
2. TO: recipient/s, receiver/s, full name with any
professional title,
3. FROM: sender, position, and if printed,
initials
4. DATE: date of preparation or signing
5. SUBJECT or RE: title of the memo, it mentions
the situation of the memo will address.
 E
Company Name: University of Mindanao
OFFICE OF THE CAMPUS DEAN
2nd Floor, DPT Building
Matina Campus, Davao City
X
To:
Tel. No. 300-5454

Dr. EDWIN L. NEBRIA, Language Discipline Chair

A
All Professors in GE 2 and HRM 403 classes under CASE

From: Dean
M
Date:

RE:
August 28, 2018

DEPARTMENTAL EXAMINATION
P
L
E
 The content shall follow the
following structures and writing
organization.
2
STRUCTUR
ES
1. SITUATION/PROBLEM: an introduction or
the purpose of the memo followed by
a description of the issue at hand.

2. SOLUTION/ACTION: the steps needed to

resolve the problem and how they are to
be carried out.
3. CLOSING: end with a polite expression;
provide a contact number where the
recipients can reach you and offer to
answer any question that may arise.
WRITING
ORGANIZATION

1. A memo is written as continuous text

that is organized into paragraphs.
2. A memo has no indentations, it is single-
spaced with double spaces between
heading and paragraph and among
paragraphs.
3. Memos begin with a 2-3 line introductory
paragraph, summarizing the purpose of the
memo and the major outcome and end with
a brief concluding paragraph, which may
summarize the findings, suggest a course of
action, or make other recommendations.
The departmental examination for General Education courses is set
on September 7, 2018, to give professors sufficient time to include
the results of the said examination in the computation of the students’
E
final grades.
X
All professors handling such courses are hereby required to submit a
50-item examination in a multiple choice (4 choices) format that
covers weeks 1-16 of the common syllabus on or before September
A
3, 2018 for this office to create an item bank from which departmental
examination questions will be taken. M
A final deliberation of the examination will be held between Dr.
Concepcion, the CASE Dean and the President for Academic Affairs P
on September 4, 2018. For clarifications, feel free to contact me at
the above telephone numbers.
L
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E
X
A
M
P
L
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Additional considerations in
writing a Memo 7
 1. Uses formal language. Instead of
contractions (e.g. can’t or didn’t), use
the long forms (cannot).

Instead of phrasal verbs (e.g. show up),

use non-phrasal verbs(appear, arrive).
 Avoid you when generalizing (specify the
group of people you are referencing, e.g.
customers)
 Avoid using big (substitute it to major, large)
 Identify the “thing” by name
 specify the action verb (do, make, get ).
2. Should be clear and concise, uses simple
sentences/language, clear writing
demonstrates clear thinking.

3. Should use correct grammar, punctuation,

capitalization. Good content is often hurt
by poor grammar (fragmented, run-ons).
4. Always use the spell-checker but proof-
read the document yourself as spell-
checkers will not catch problems
like: then vs. than, their vs. there, form vs.
from, etc.
5. Should include a list of sources (called
References) in the attachments. You
should follow APA (American
Psychological Association) citation
guidelines for listing articles, web
documents, etc.
6. Avoid using be at all cost, especially in
conjunction with there is and there
are. Substitute active verbs.
EXAMPLE:
 The oil and gas industry is one of the
top-ranked industries. > Oil and
gas ranks among the top industries.
7. Avoid using the passive voice. Use active
voice instead. Express who is doing what
to whom.
Passive Voice: Computers are
customized by Dell Corporation according to
customer specifications.
Active Voice: Dell Corporation
customizes computers according to customer
specifications.
 WRITING ACTIVITY #2

INSTRUCTION:
Write a sample MEMO that confines within the
University. The subject of it should focus on GENERAL
ASSEMBLY/MEETING of the organization.

Note: Submission will be on September 5.

Late submission will not be accepted.