WRITING A MEMORANDUM

A memo (or memorandum, meaning “reminder”) is normally used for communicating policies,
procedures, or related official business within an organization. It is often written from a one-to-all
perspective (like mass communication), broadcasting a message to an audience, rather than a one-
on-one, interpersonal communication.  It may also be used to update a team on activities for a
given project, or to inform a specific group within a company of an event, action, or observance.

The word memorandum is derived from the Latin word “memo rare” which means “to be
remembered”.
Memos are written messages sent among people working in the same company. Memos can
be written for following reasons:
 Inform staff about decisions/ actions/events.
 Request information/ action/ events
 Remind staff of action needed/ procedures/ changes in policy.
 Provide information on work related topics.
PARTS OF MEMO
TO
FROM
DATE
SUBJECT
BODY OF A MEMO
The “TO” Line- the "to" line is usually indicated as the word "To" followed by a colon and the name of
the individuals or groups receiving the memo. Some examples are: TO: All Staff, TO: All Faculty
Members, TO: JUAN DELA CRUZ

The “FROM” Line- the "From" line indicates who is writing and distributing the memo. Your name
and title should be included. The From line may indicate an individual or a group within the
company. For example: FROM: Human Resources, FROM: Administration , FROM: LIZA
SOBERANO

The “DATE”- the date the memo was written should be included next. Date: Month day, Year, for
example: DATE: August 15, 2011

SUBJECT Line "Re"stands for "In Reference To" and may be used interchangeably with the word
"Subject." This line comes immediately under the from line and indicates what the memo is about.
For example: SUBJECT: Faculty Meeting

Body of the Memo- after these important points of information, a standard memo leaves several
lines blank, followed by the body of the memo. The body of the memo should contain short, concise
text formatted for quick and easy reading.
 BODY
Introduction
- Tell the reader why are you writing
- State briefly what are you writing about
Discussion
- Explain what you want to
- State what is important, who will be affected, what caused it
- Indicate why changes are necessary
- Give dates, times, locations and costs.

Closing
- Make a courteous closing statement
- Request a reply by a specific date
- Provide a list of recommendations