WRITING MEMORANDA

“A memorandum is written not to inform the reader but to protect the writer” – Dean Acheson
MEMO is one of the most frequently used words in the corporate world. However, some employees are still confused
on what a 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 superiors.

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. It is a clipped or shortened term for memorandum. It is one type of
business correspondence together with business letters, contracts, certifications, and endorsements which is written for
the purpose of effective management.

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.

How long should a memo be? According to Locker (2006), some organizations force writers to be concise by requiring or
encouraging one-page memos. In simple situations, a page may be more than you need. In other situations, careful
revising and editing may enable you to cut your memo to a page. When you can’t get everything on one page even with
careful revision, put the key points on one well-designed page and attach appendices for readers who need information.

Minas et al (2019) 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 facilitate filing and reference.

MEMORANDUM versus LETTER

CHARACTERISTICS MEMORANDUM LETER

Internal: correspondence written to
DESTINATION a colleague within a company
Identification lines include:
FORMAT “Date.” “To/For”, “From,” and
“Subject”. The message follows
these
Generally high-tech or low-tech,
AUDIENCE mostly business colleagues
Generally high-tech to low-tech;
TOPIC abbreviations and acronyms are
often allowed
TONE Informal (peer audience)
ATTACHMENTS or ENCLOSURES Hard-copy attachments can be
stapled to the memo.
Complimentary copies can be sent
to other readers.
DELIVERY TIME Determined by a company’s in-
house mail procedure. Memos
could be delivered within 3 days
(more or less).
External: correspondence written
outside the business
Includes letterhead address, date,
reader’s address. Salutation, text,
complimentary close, and signatures
Generally low-tech and lay readers,
such as vendors and clients
Generally low-tech to lay;
abbreviations and acronyms are
usually defined
More formal (audience of vendors
and clients)
Additional information can be
enclosed within the envelope.
Complimentary copies can be sent to
other readers.
Determined by the destination
(within the city, state, or country).
Letters could be delivered within 3
days but may take more than a
week.

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(Adapted from Gerson, S.J. & Gerson, S.M. , 2003)

A memorandum, just like any business correspondence must consist of the following basic elements:

1. Heading – most of the time, companies create their own heading

2. Dateline – the actual date when the memorandum is issued

3. Number – refers to the frequency of the issued memos

4. Receiver – the person whom the memorandum is to be sent

5. Sender – the person who issued the memo

6. Subject – the topic or title of the memo

7. Enclosure – an optional part which includes the attachments.

Memorandum Number ____

TO :
FROM :
SUBJECT : (Focus + topic)
DATE :

Introduction

Discussion

Conclusion

In writing memorandum, we should take note that there is a subtle difference between using 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.

ACTIVITY:

1. Analyze the parts and contents of the given memorandum. Answer the following questions after the sample.

999 GLOBAL SOLUTIONS

3rd Floor, Gateway Mall, Cubao, Quezon City

Memorandum Order No. 21

TO : ALL TEAM LEADERS

ALL CUSTOMER SERVICE REPRESENTATIVES

FROM : MS. EVANGELINE DORIA

Supervisor

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 SUBJECT : 52 TALK GLOBAL SOLUTIONS CHRISTMAS PARTY

DATE : November 12, 2019

Good day!

This is to inform you about the scheduled Christmas Party that will be held at Marikina Convention
Center, Marikina City on December 23, 2019 (Saturday), 6:00 P.M. to 10 P.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,
2019 for reservation.

For information and guidance. Thank you and God bless.

QUESTIONS FOR YOU TO ANSWER:

1. Who wrote the memorandum?

2. When was it written?

3. What is the memorandum all about?

4. When is the event?

5. What is the directive to the CSRs?

ANSWER THE FOLLOWING QUESTIONS BRIEFLY:

1. Why do you think it is important to observe FOR and TO in addressing the receiver of the memorandum?

2. What will happen if the top management of a business entity do not know how to write a memorandum?

3. What are the differences and similarities of business letters and memoranda?

WRITE YOUR ANSWERS IN A SEPARATE SHEET. PLEASE WRITE LEGIBLY.

Thank you.

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