WRITING A

MEMORANDUM
A memorandum is:
an in-house document directed to
colleagues or other staff.
not intended to be circulated outside of
the business.
constructed according to a specific
format, so that whoever sees it knows
immediately that it must be read.
Purpose of writing Memorandum
To convey decision
To make announcement

To make short request

To share information
To call explanation
To issue instructions
Role of writing Memorandum

ensure quick & smooth flow of information

Written record of facts
establish accountability
 CONSTRUCTING
MEMOS
The writer must first have a good
reason for writing the memo.
Once the message is clear to the writer,
then the target audience must be decided.
The writer needs to consider how the
audience should respond to the
memo.
 REMEMBER
Remember these three things when
writing a memo:
Message

Audience

Response
 PARTS OF A MEMO
Heading name of the organisation in
which the memo is circulating.
To: name of person /group
receiving memo
From: name of person sending the memo

Subject: main idea of the memo

 PARTS OF A MEMO
(Cont’d)
Date: when the memo will be sent

Message: content of the memo

Cc: others outside the target audience

who will receive the memo
 Language & Styles
 Simple ,Short Words would be
preferred
 short , simple & lucid sentences

Clear , Concise & effective

 BILLS ELECTRONICS LTD.

OFFICE MEMORENDUM
From : General Manager Ref.p- 361
To; Mr. Arun Anand Dated-6 June2010
Subject: Grant of special leave
Special Leave for one month w.e.f.June 2010 is granted to
Mr, Rameshwar Sing, Purchase Assistance , to enable him
to attend to his ailing mother. He is granted an advance of Rs.
3000.00 from his provident fund to be recovered in 6 monthly
Equipped installments fro July 2010.

Girish Vimani
Copy to: Rameshwar singh
Purchase Assistance
 PLEASE SIGN
The person responsible for the memorandum
should sign it.

The signature appears after the name in the

‘From’ line.