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Structure of Memorandum

This document provides instructions for writing a memorandum. A memorandum is intended to inform others about an issue and encourage action. It should have a heading with the word "Memorandum" and include the recipients, sender, date, and brief subject. The body should follow a four-part structure of introduction, details, requested action, and closing. It is important to consider the audience and tailor the tone, length and formality accordingly. Final steps include proofreading for errors, initialing the memo, and including any necessary letterhead or footer.

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Saman Rehmat Ali. Rehmat Ali.
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49 views28 pages

Structure of Memorandum

This document provides instructions for writing a memorandum. A memorandum is intended to inform others about an issue and encourage action. It should have a heading with the word "Memorandum" and include the recipients, sender, date, and brief subject. The body should follow a four-part structure of introduction, details, requested action, and closing. It is important to consider the audience and tailor the tone, length and formality accordingly. Final steps include proofreading for errors, initialing the memo, and including any necessary letterhead or footer.

Uploaded by

Saman Rehmat Ali. Rehmat Ali.
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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ST R UC T U R E OF

MEMO R A N D U M
RITE A M EMO RAND UM?
HOW TO W
MEMORANDUM
• A MEMO IS INTENDED TO INFORM A GROUP OF PEOPLE ABOUT A SPECIFIC ISSUE,
SUCH AS AN EVENT, POLICY, OR RESOURCE, AND ENCOURAGES THEM TO TAKE
ACTION.

• THE WORD “MEMORANDUM” MEANS SOMETHING THAT SHOULD BE REMEMBERED


OR KEPT IN MIND.  
WRITING THE MEMOS HEADING
WRITING THE MEMOS HEADING
1. TYPE “MEMORANDUM” AT THE TOP OF THE PAGE.
WRITING THE MEMOS HEADING
•2. . ADDRESS THE RECIPIENTS APPROPRIATELY.

* Use full name and title of the person, or


if you are sending a memo to the entire
staff you might write, TO: ALL EMPLOYEES.
WRITING THE MEMOS HEADING
3. ADD ADDITIONAL RECIPIENTS IN THE “COURTESY COPY” LINE.

CC LINE: a person who may need to keep


informed about policies or issue you
addressing in the memo
WRITING THE MEMOS HEADING
4. WRITE YOUR NAME IN THE “FROM” LINE.
WRITING THE MEMOS HEADING
• 5. INCLUDE THE DATE

Write the complete date, spell


out the month, including the
date and years.
WRITING THE MEMOS HEADING
6. CHOOSE A SPECIFIC PHRASE FOR THE SUBJECT HEADING.

• Will give the reader an idea of what the memo is


about, be specific and concise.
• A brief indication of the topic
WRITING THE MEMOS HEADING
* BRIEF INDICATION OF THE TOPIC:
WRITING THE MEMOS HEADING
• FORMAT THE HEADING PROPERLY.
BOD Y OF M E M OR A ND U M
W RITE A M EMO RANDU M?
HOW TO
WRITING THE BODY OF THE MEMO
• THE FOUR POINT PLAN FOR STRUCTURING ALL BUSINESS
DOCUMENTS SHOULD ALSO BE APPLIED TO THE MEMORANDUM.

• FOUR MAIN IMPORTANT PARTS OF A BODY SHOULD


CONSIST OF – OPENING, DETAILS, ACTION AND CLOSING.
WRITING THE BODY OF MEMO
• CONSIDER WHO IS THE AUDIENCE, IN ORDER FOR PEOPLE TO ABLE TO READ AND
RESPOND TO THE MEMO.

• IT IS IMPORTANT TO TAILOR THE TONE, LENGTH AND LEVEL OF FORMALITY OF THE


MEMO TO THE AUDIENCE WHO WILL BE READING IT.

• (THINK ABOUT THE READERS’ PRIORITIES AND CONCERNS AND ANTICIPATE ANY
QUESTIONS YOUR READERS MIGHT HAVE.)
WRITING THE BODY OF MEMO
1. SKIP A FORMAL SALUTATION
WRITING THE BODY OF MEMO
A. INTRODUCTION = BACKGROUND INFORMATION
•GIVE THE REASON FOR WRITING THE MEMO.
•CONSIDER AS A SUMMARY OF THE ENTIRE MEMO.
WRITING THE BODY OF MEMO
B. DETAILS = FACTS AND FIGURES
• GIVE CONTEXT FOR THE ISSUE AT HAND.
• IT SHOULD BE LOGICAL SEQUENCE, AND NEEDED TO BE SEPARATED
FROM THE PARAGRAPH.

• FEEL FREE TO INCLUDE, GRAPHICS, LIST, AND CHARTS ESPECIALLY IN


LONGER MEMOS. –TRULY RELEVANT AND PERSUASIVE.
WRITING THE BODY OF MEMO
•C. RESPONSE=AN ACTION STATEMENT
•- AN ACTION YOU WANT READERS TO TAKE AND ACTION YOU WILL TAKE.
•- DEADLINES
•* A MEMO IS A CALL FOR ACTION ON A PARTICULAR ISSUE WHETHER IT IS
AN ANNOUNCEMENT OR HOW THE COMPANY IS ADDRESSING A
PROBLEM.
WRITING THE BODY OF MEMO
•
CLOSING: A RELEVANT ONE LINER
-FINAL PARAGRAPH SHOULD RESTATE THE NEXT STEPS TO ADDRESS
THE ISSUE AT HAND. IT SHOULD ALSO INCLUDE A WARM NOTE THAT
REITERATES THE SOLIDARITY OF THE ORGANIZATION. 
*THIS SHOULD GENERALLY BE ONE TO TWO SENTENCES IN LENGTH.
FINAL IZ I NG T H E
ME M O R A N DU M
W RITE A M EMO RANDU M?
HOW TO
FINALIZING THE MEMORANDUM
• MAKE SURE THAT IT IS COURTEOUS, CLEAR, CONCISE, PERSUASIVE, AND FREE OF
ERRORS.

• MAJOR CONSIDERATION IN COMPOSING A MEMO SHOULD BE THE STATUS OF THE


SENDER AND RECIPIENT AND LASTLY THE SUBJECT OF THE MEMO.

• REVIEW FOR SPELLING, GRAMMAR, AND CONTENT ERRORS. PAY PARTICULAR


ATTENTION TO NAMES, DATES, OR NUMBERS.
FINALIZING THE MEMORANDUM
• HANDWRITE YOUR INITIALS BY YOUR NAME-
A MEMO DOES NOT INCLUDE A SIGNATURE LINE. BUT YOU SHOULD
PUT INITIAL IN THE MEMO WITH A PEN IN THE HEADER.
WRITE YOUR INITIALS NEXT TO YOUR NAME. THIS INDICATES THAT
YOU HAVE APPROVED THE MEMO
JM
FINALIZING THE MEMORANDUM
* USE MEMO LETTERHEAD. 
YOU MAY HAVE SPECIAL LETTERHEAD DESIGNED FOR MEMOS, OR YOU MIGHT USE
REGULAR BUSINESS LETTERHEAD.
FINALIZING THE MEMORANDUM
• MAKE SURE TO CHECK THE FOOTER. 
• THE FOOTER IS THE SPACE AT THE BOTTOM OF THE PAGE THAT OFTEN
HAS ADDITIONAL INFORMATION.

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