MEMO WRITING

Kamran Akhtar Siddiqui

Lecturer, English
Sukkur IBA University
PURPOSE OF MEMO
• To provide information
• To issue an instruction
• To convey a policy decision
• To offer suggestions
• To report an agreement
• Memo is from Memorandum, that means (a short written report prepared 
specially for a person or group of people that contains information about a 
particular matter)

• Memos are mostly written for vertical communication that is from top to
bottom. But it can be written in both vertical and horizontal
communication.

• Memos and letters are same in nature when it comes to direct and indirect
purposes but memos and letters are different to each other in format.
• Because memos are always written within the premises of an
organization, it is not essentially needed to write the address. Because
everyone belongs to the same address.
• If we have to write to a sub-branch of the same organization we will write
a letter. It is only for communication taking place within a single
boundary that we write a memo.
• We don’t need a salutation in memo. The body paragraphs start directly
after the box (leaving one line space)
• We don’t need a complimentary close in a memo. It is believed that
people in the same organization are well familiar to each other, plus a
memo is usually short in its nature. So it is fine that we don’t write a
complimentary close.
• we write a persuasive memo because memos and letters are different to
each other only in format.
 • Word ‘Memorandum’ is written on top
MEMO FORMAT in the center in Title Case.
• Memorandum is written in the header.
• A box is made starting from the very
next line.
• After the line of the box, write To: in
Memorandum Title case on the following line.
To: Name, Designation • Then leave a line and write From:
 one-line space • Leave a line again and write subject.
From: Name, Designation/ signature or initials Subject: will also be in the title case
 one-line space unlike letters.
• Once again, leave a line and write Date:
Subject: Title Case in the format given in the sample.
 one-line space • All four things will be followed by a
Date: 03 March, 2017. colon.
• Draw a line exactly underneath the date
(without leaving any space) to close the
box.
• Make sure whatever you write against
all the four things, that must be aligned.
To: Saleem Memon, Lecturer
• While writing To: you can write
From: Abid Ali Khan, Director CDC/ AAK or sign his/her name or designation or
both name and designation.
Subject: Bonus • Same is the case with From:
• Make sure you follow the same
Date: 12 March, 2018. pattern for both things.

To: Saleem Memon • While writing From: don’t forget

to put a forward slash after the
sender’s name. Then put either
From: Abid Ali Ansari/ AAA or sign the initials of his full name or his
signature. Without this
Subject: Bonus initial/signature, the memo is not
considered as an official/authentic
document
Date: 12 March, 2018.
To: Students, BBA-IV • If the name, designation and
signature etc. becomes long and
From: Provost Hostels /sign cannot be written in one line, move
to the next line.

Subject: Re: Bonus • The next line must be aligned with

the preceding line.
Date: 12 March, 2018.
• When replying to a memo, mention
Re: after the subject.
Paragraphs
• The paragraphs in memos remain the same as in the business letters
(Good, Bad, Persuasive).
• If the news is good, direct approach is followed. Thus, there are three
paragraphs in the memo.
• If the news is bad, indirect approach is followed. Thus, there are four
paragraphs in the memo.
• If persuasion is required, AIDA pattern is followed.

• NOTE: Keep the same spacing between the paragraphs in the same way
we do in letter writing.
• When or if you move to the SECOND PAGE, mention three things.
1. Write all that is in the To: line (Both name and desgn.)
2. Write Date on the next line
3. And write Page NO. 02 on the third line.
(Box is not made for second page.)

• Thereafter, leave two-line space and resume your memo.

• NOTE: No complimentary close needed.

• In case of ENCLOSURE, leave two line-space after the last paragraph

and mention enclosure in the same manner learnt for letter writing.
THANKS!