MEMORANDUM

What is Memorandum?
- The word memorandum is a Latin word “MEMORANDA”,
which means ‘something to remember’
- A written message which is exchanged between
employees of the same organization
- Can be written to peers, subordinates or even superior
to an individual or a number of people
- Provides a formal record for future reference
Key Features of Memorandum
 A memo should always start by representing the
reason for the communication.
 Focus one key topic or subject.
 Explain total subjects in short, simple, direct sentences.
 Use language that is clear and unambiguous with a
polite tone.
 Write in point from – include bullets or numbers if you
wish to make simply reachable.
Key Features of Memorandum

 Conclude with instructions on what action should be

taken in reaction to the memo.
Generally , memorandum is used to:
• Provide information
• Seek information
• Give instructions
• Request cooperation or action
Language and Tone of a Memorandum
When writing a memorandum, remember the following
principles:
Principle #1 Use short sentences, if possible
Principle #2 Be precise and brief
Principle #3 Use a friendly tone
Principle #4 Use simple language
How to Write a Memo?
1. Add the Title - A memo’s title is short and to the point, and is
always placed at the top of the page. Usually, a term is used in the title
“MEMO” or “MEMO TO STAFF”.
2. Make sure to Include the Date – The date is necessary as a
time point of inference.
3. Designate Who Receives Memo with “To”- “To”
designates who receives the memo, either an entire company department
or to an individual.
4. Make Clear Who the Memo is “From” – This line
designates the memo’s author, by name and title.
How to Write a Memo?
5. Add a Clear Subject – This line designates what the memo is
about and should always be written clearly, concisely and compellingly.
Above all else, you want your memo to stand out, and to get your message
across.
6. Write the Body - This section goes into more detail on what the
memo is about. The goal is to get to the point quickly. For instance, We’ve
set up a meeting on Monday, Jan 6 to discuss first quarter sales goals and
priorities.
How to Write a Memo?

7. Sign Off With a Good Close – The last

portion of the memo can include a signature from the
sender at the bottom, but it doesn’t have to. Just sign
the signature, to officially “seal the deal” on the memo,
and let the reader know who, exactly, the memo is
coming from.
MEMO FORMAT
TO: [Include recipient’s name]
From: [Include your name an title]
Date: [Month, day, year]
Subjects: [ Subject of the memo]
[A memo requires no salutation]
Body of the memo- [start with a direct and brief introduction that
states the reason for writing the memo.]
[Provide concise but detailed information to the reader.]
[End with a clear closing and a call-to-action.]
EXAMPLE:
To: Fintech sales team
From: Janet Underwood, Head of Sales
Date: May 20, 2021
Subject: Sales quota achievement
I am writing to congratulate you on the commendable efforts and energy you put into delivering
on your team's sales quota for the last quarter.

Your team showed exemplary product knowledge, customer service, negotiation skills and
collaboration that is worth emulating by other teams and departments in the company.

Thanks for your dedication and commitment to excellence. We will send your bonus checks and
letters of commendation by the end of the week.

Congratulations on this achievement!

EXAMPLE:
 Parts of a Memorandum
A. Letterhead
- Generally consists of Liceo de Cagayan University
Rodolfo N. Pelaez Blvd., Kauswagan
the company’s name, logo, Cagayan de Oro City
Tel: ******************
address and contact
numbers or merely MEMORANDUM
company’s name and logo. DATE:
TO:
- Optional as everyone FROM:
in the company knows it SUBJECT:

already.
 Parts of a Memorandum
B. Headings
-When using a plain paper or letterhead, always include a heading MEMORANDUM or MEMO or
INTEROFFICE MEMO at the top of the page or aligned with the left margin.

Also, include the following basic elements of a memorandum:

Date: the date on which the memorandum is distribute

Spell out the full date. E.g – 08 December 2022

To: The person(s) to whom it is addressed

- Include the designation too
- Usually no courtesy title (I.E. Ms, Mr, Madam) is needed before the receiver’s name, but as always
there are exceptions. To show greater difference to a superior, you may include a courtesy title.
 Parts of a Memorandum
B. Headings

From: Name of the writer, followed by his/her designation

- You may find handwritten initials which replace the signature here.
- Do not include a courtesy title before the writer’s name

Subject: A concise and specific phrase that identifies the memorandum’s topic. Or

Re: You will sometimes see “Re:” used instead of “Subject”. It is an abbreviation for
the word regarding.
 Parts of a Memorandum
• Example of Memo on Plain Paper:
INTER- OFFICE MEMO
To: Date:
From: Re:

Apart from the four basic elements, you may find “Ref:” for filing
purpose. It is an abbreviation for the word Reference. “Cc:” which
means copy (or copies) circulated may appear too. Both “Ref:” and
“Cc:” can be placed, together with the basic elements, on top of a
memorandum or at the bottom of a memorandum
 Parts of a Memorandum
C. Message
- The body of the memorandum and should be written in paragraphs.
- Cover one subject only in a memorandum unless the two issues are closely related.
Use separate memorandum to discuss two different issues.

- Organize your message according to the following framework:

 Begin with an opening paragraphs – A brief introduction giving the most important
information such as the purpose.
 Go on with the discussion paragraphs – These paragraphs provide information the
reader is expecting. Remember to discuss one subject at a time.
 End with a proper closing – The final paragraph should provide a courteous closing that
states what action you want your reader to take.
 Parts of a Memorandum
D. Enclosure
- If you have an attachment, be sure to refer to it in your
memorandum and add a notation “Enc” below your closing.
 Movement or Type of Memo
Downward moving Memo – Memo that passes from superiors to
subordinates or from top so down the organization hierarchy is called
downward moving memo. It carries orders, instructions, policies and
information form superiors to subordinates. It is the most widely used
memo in all organizations.
 Movement or Type of Memo
Upward moving Memo – When memo moves from lower level to upper
level or from subordinates to superiors. Through upward moving memo,
subordinates convey their suggestions, opinions, recommendations,
requests, responses, reports, problems etc. to their superiors.
 Movement or Type of Memo
Horizontally moving Memo – The memo that is exchanged between
persons holding the same position in the organization hierarchy. Generally,
requests, actions, programs etc. are exchanged through horizontally moving
memo.
 THANK YOU FOR
LISTENING!
GROUP 7:
Rejin Hilot
Syra Mae Igcalinos
Ivan James Jimenez
Pianne Nicol Jimenez