Writing Memoranda

WRITING MEMORANDA
Memo is one of the most frequently used words in the

corporate world. However, some employees are still confused
on what memo is.
Due to lack of knowledge and background about the definition and

contents of the word “memo”, sometimes, it denotes something
negative especially if you will learn that it came from your superior.
Memo as defined by Collins Dictionary is a short official note that is
sent by one person to another within the same company or
organization to remind the recipient.
These should always be brief and rely greatly on a clear structure or

outline.
Writing effective memorandum is an essential skill especially for
business managers and administrators. If a memorandum is well-
written, then, it may express its message successfully.
On the contrary, if memorandum is drafted poorly, it might fail to

deliver its purpose and might give negative impressions about the
writer.
Minas et al. (2010) shared two essential facts about inter-office
memorandum. First, a good memo passes departments, between
individuals in different departments, between management and the staff,
and others.
Second, most firms provide printed forms and restrict inter-office

correspondence to one subject only in order to encourage
conciseness and clarity and to filing and reference.
Memorandum versus Letter
Characteristic Memorandum Letter
Destination Internal: correspondence written to External: correspondence written outside the
colleagues within a company. business.
Format Identification lines include “Date”, Includes letterhead address, date, reader’s
“To/For”, “From”, and “Subject”. The address, salutation, text, complimentary close,
message follows these. and signatures.
Audience Generally high-tech or low-tech, mostly Generally low-tech and lay readers, such as
business colleagues. vendors and clients.
Topic One topic only One or more
Tone Informal (peer audience) More formal (audience of vendors and clients)
Attachments Hard-copy attachments can be stapled to Additional information can be enclosed within the
the memo. Complimentary copies can be envelope. Complimentary copies can be sent to
sent to the other readers. the other readers.
Delivery Time Determined by a company’s in-house Determined by the destination (within the city,
mail procedure. Memos could be state, or country). Letters could be delivered
delivered within 3 days (more or less) within 3 days but may take more than a week.
BASIC GUIDELINES IN WRITING A
MEMO
1
The standard heading shall contain the five
headings at top of the first page.
A memorandum, just like any business correspondence must consist

of the following basic elements:
COMPANY NAME:
usually contained in the letterhead 1
TO:
recipient/s, receiver/s, full name with any professional title 2
FROM:
sender, position, and if printed, initials 3
DATE:
date of preparation or signing 4
SUBJECT OR RE:
title of the memo, it mentions the situation of the memo will address. 5
College of Arts and Sciences Education
E
2nd Floor, DPT Building
Matina Campus, Davao City X
Tel. No. 300-5454
To: Dr. Edwin L. Nebria, Language Discipline Chair

A
All GE 14 Professors
M
From: Dean
Date: August 28, 2018

P
RE: DEPARTMENTAL EXAMINATION L
E
2
The content shall follow the following structures
and writing organization.
SITUATION OR PROBLEM:
1
An introduction or the purpose of the memo followed by a
description of the issue at hand.
SOLUTION OR ACTION:
2
The steps needed to resolve the problem and how they are
to be carried out.
CLOSING:
3
End with a polite expression; provide a contact number
where the recipients can reach you and offer to answer
any question that may arise.
Memorandum Number ___
TO:
FROM:
SUBJECT:
DATE:
Situation or Problem
Solution or Action
Closing
WRITING ORGANIZATION
A memo is written as continuous text that is organized
1 into paragraphs.
A memo has no indentations, it is single-spaced with

2 double spaces between heading and
paragraph and among paragraphs.
Memos begin with a 2-3 line introductory paragraph, summarizing

the purpose of the memo and the major outcome and end with
3 a brief concluding paragraph, which may summarize the findings,
suggest a course of action, or make other recommendations.
The departmental examination for GE 14 (Technical Writing) is set on September 7,
2018, to give professors sufficient time to include the results of the said examination
E
in the computation of the students’ final grades.
All professors handling such subject are hereby required to submit a 50-item
X
examination in a multiple choice (4 choices) format that covers weeks 1-16 of the
common syllabus on or before September 3, 2018 for this office to create an item
bank from which departmental examination questions will be taken.
A
A final deliberation of the examination will be held between Dr. Concepcion, the
CASE Dean and the President for Academic Affairs on September 4, 2018. For
M
clarifications, feel free to contact me at the above telephone numbers.
P
L
E
Memorandum Order No. 21
999 Global Solutions
3rd Floor, Gateway Mall, Cubao, Quezon City
E
TO : All Team Leaders
All Customer Service Representatives
X
A
FROM : Supervisor
SUBJECT: 52 TALK GLOBAL SOLUTIONS CHRISTMAS PARTY
DATE : November 12, 2013
This is to inform you about the scheduled Christmas Party that will be held at Marikina Convention Center,
Marikina City on December 23, 2013 (Saturday), 6:00 PM to 10 PM. M
With this, I am glad to announce that bringing of immediate family members to the event is highly
encouraged to enjoy and to feel the spirit of Christmas.
Kindly give the list of names of your invited guests to your Team Leader on or before November 29, 2013
P
for reservation.
For information and guidance. Thank you.

L
MS. EVANGELINE DORIA
E
E
X
A
M
P
L
E
In writing memorandum, we should take note that there is a
subtle difference between Memorandum For and
Memorandum To.
The first is usually written by a subordinate addressed to his superior

while the latter generally comes from the superior addressed to his
subordinates.
Lastly, we should always remember that letters normally go to
people outside your organization; memos go to other people in
your organization.
WRITING ACTIVITY #5
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.

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WRITING MEMORANDA

Memo is one of the most frequently used words in the

Due to lack of knowledge and background about the definition and

These should always be brief and rely greatly on a clear structure or

On the contrary, if memorandum is drafted poorly, it might fail to

Second, most firms provide printed forms and restrict inter-office

A memorandum, just like any business correspondence must consist

To: Dr. Edwin L. Nebria, Language Discipline Chair

Date: August 28, 2018

A memo has no indentations, it is single-spaced with

Memos begin with a 2-3 line introductory paragraph, summarizing

For information and guidance. Thank you.

The first is usually written by a subordinate addressed to his superior

Note: Submission will be on September 5.

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