Memorandum

Purpose of a memo

solve problems by:

informing persuading refuting arguing analyzing

Recipients: one person, several persons, one or more groups, a whole community

For example, the Production Manager of a fabrics company can decide which type of fabric needs to be produced more on the basis of information provided in a memo from the marketing manager.

No other kind of written communication reaches so many people at so many levels as does a memo in an organisation.
A memo is a good way to reach many people at once.

Types of Memos

Documentary Congratulatory Disciplinary

Documentary Memos

They are used for conveying information.

To your peer or superior to make a request or routine recommendation, or to confirm an agreement.

For example, requesting the head of another division to provide additional manpower for shifting some huge machines; providing some suggestions for improving the existing billing system.

Congratulatory Memos

Memos are also used to give credit to employees of an organisation for the outstanding work they have accomplished. For example, the employees can send their compliments in the form of a memo to their officers, for the awards or achievements which the latter have earned.

Disciplinary Memos
When employees violate the rules or breach the code of conduct in an organisation, they will be served either with a severe warning or any other punishment as decided by the management. The memo conveying the this action is known as disciplinary memo. For instance, a memo may be issued to an officer who has accepted a bribe from one the customers.

Structure & Layout

General rules

keep your audience in mind follow a structure follow an outline get to the point early revising is easier than writing perfectly the first time

Memo plan

Header Subject line Opening paragraph

Supporting details/explanation Closing

National Steel Industries Ltd. 12, Gandhi Marg, New Delhi-110002 Interoffice Memorandum Date: To: From: Subject:

Signature Attachments Distribution

The main segments are:

Heading Segment
Letterhead Date To: (Designation of the recipient) From : (Designation of the sender) Subject: Example: Subject: Salary increase for supervisors Subject: Details of Training Programme

2.
3. 4.

5.

Body Signature Necessary Attachments (Optional) Distribution Segment (Optional)

Subject line
probably the most important part of your memo summarize the intent of your memo, e.g.:

Request for assistance with grant project Consequences of recent material thefts

specific, concise and to the point

Opening paragraph

complete summary of your memo provide:

context task/action/request summary of the rest of the memo

Best: put your intent into the first sentence

Supporting details/explanation

maintain a global structure, such as findings implications action items arrange facts in a logical order dont provide more detail than necessary use bullet points where appropriate use correct structure bullet points (e.g. no standalone bullets)

Closing

If necessary, summarize what you want recipient(s) to do. (Action) Provide clear instructions, including deadlines where applicable. Provide further references/contact information when appropriate.

Elite Cycles Limited Jaipur Interoffice Memorandum Date: 10 May 2003 To: Production Manager From: Personnel Manager Subject: Change in working hours Please refer to your memo dated 6th May 2003 requesting for a change in working hours of your division because of the extremely hot conditions. As desired by you, the Vice President, Personnel, has agreed to change the working hours. The new timings will be 7:00 am to 1:00 pm (Monday through Saturday) with effect from 17th May 2003 to 16th July, 2003. Kindly inform all the employees working under you.

RK Home Furnishers Limited Hyderabad Date: 31st July 2011 To: Personnel Manager From: Vice President, Marketing Subject: Details for Sales Meeting As we discussed in my office today, please get the necessary details pertaining to the expenses for holding our annual sales meeting at the Ashoka Hotel, Mumbai. As we are planning to begin the meeting on the morning of Monday, 4th Sept, we should reach the venue on 3rd September. Send me the following information: Travel cost for 25 participants, including air travel to Mumbai & travel between the airport & our lodge. I have enclosed the list containing the names & addresses of all the participants. Costs for meeting room spacious enough to accommodate 25 participants and necessary equipments such as projectors, computers etc. I would like to have the information by 10th August. You can contact me at x841 or raju@hotmail.com in case you need any further information.

Active vs. passive voice

Cohesion

Move from old information to new. Arrange topics in a logical order. Start sentences with ideas that you have already described, or with something you can safely assume the reader already knows. Keep your topics short and reasonably consistent.

Clarity, grace and concision

Delete words that mean little or nothing. Delete words that repeat other words. Delete words whose meaning the reader can infer from other words. Replace a phrase with a word. Change unnecessary negatives to affirmatives.

Announcement Memo 1
MEMORANDUM To : All Staff From : Elaine Thomas, Administrative Officer Date : 12 May 2002 Subject : Operating Instructions for New Copying Machine Introduction A new photocopier has been installed in the general office. All staff are welcome to use it. To ensure the copier's survival, it is important to keep the Main point following procedures in mind: Secondary - Use the machine for no longer than 30 minutes at a time Information - After use, allow the machine to cool for at least five minutes - Make sure the switch is turned off after use.
Action

Please speak to me if you have any questions about the machine.

Authorization Memo
MEMORANDUM To : From : Date : Subject : M. John K. Doherty, Manager 12 May 2002 Purchase of Accounting Computing Packages

Background Information

Your findings on our existing computing packages identified inadequacies. Your proposal indicated two new packages suited to our current and projected needs.

Main point Secondary Information Action

Actions 1. Please order these packages from the supplier nominated in the proposal and arrange for their installation on our terminals as soon as possible. 2. Could you organize and be involved in training each of our computer operators? 3. Please see me sometime on Wednesday to arrange a reduction in your regular responsibilities to give you time to complete the project.

Request Memo
MEMORANDUM To : Section Heads From : Ravi, Operational Manager Date : 12 March 2002 Subject : Planning of Work Schedules July-December
Main point Secondary Information Action

Work schedules for July to December are now being prepared. To help us plan these in a manner that suits all sections, please let me have the holiday schedules for the employees in section by 24/3/2002

Example Directive Memo 1

As a result of yesterday's meeting, I suggest we follow the project schedule listed below. Remember, we must submit a Proposal by noon on July 2. Schedule
Task Divide research into groups and compile information June 6 June11 June 23 June 26 June 27 Completion Date

Review designs from Kate and Bill. Write Proposal Review Proposal Submit Proposal for printing