BGCSE ENGLISH LANGUAGE PAPER 1 REVISION

GUIDED COMPOSITION PART 6 (WRITING MEMORANDADUMS)

By Berry Shaba

A. INTRODUCTION

What is a Memorandum?

A memorandum (memo for short is commonly) is an official communication document

within a company or an organisation. It may have been intended for just one person or may
have had to be distributed to many members of staff simultaneously. For instance, in a school
the sports department may send a memo about future sports events to other members of staff
while in a company the human resources department may send out a memo to the workers
informing them about a change in the duration of the lunch break. The term ‘memo’ is an
abbreviation of ‘memorandum’ which derives from the Latin meaning ‘a thing to be
remembered’. However, this has changed. These days a memorandum is written to
communicate or convey a brief message on a given subject or topic. Memos are useful in
situations where emails or text messages are not suitable. Memos are used to communicate
information, such as upcoming tasks within a department or general news that needs to reach
a lot of people. A memo is a short, to the point communication conveying your thoughts,
reactions, report or opinion on something. A memo can call people to action or broadcast a of
bit news. Memos can be formal or informal depending with the work environment. In cases
of examination purposes, the candidate must follow the examiner’s instructions. Also, there
are many memo writing formats. The format given below is suitable for examination
purposes.

J B. MEMORANDUM FORMAT

 A memorandum is generally made up of three parts. These being: Heading, the

Summary and the Body. The memo may be addressed to an individual or a group of
individuals. They are usually addressed by position or official designation. Including
a name and title if it is addressed to an individual is an accepted practice.
 Below the headings are the summary (at times referred to as the executive summary)
and the body. In the summary, the purpose or why the memo is being written and
what would be focus of attention would be explained. The body will provide details of
the subject such as what is the issue, what are the implications and other
considerations including solutions. The conclusion will state what needs to be done,
by whom and when.
 The memo needs be brief, to the point and clear. Usually a memo addresses one idea
or issue.
 Use simple language. Be economical with words.
 Use short sentences
 Memos are based on effective communication and getting results. The information or
request made in a memo may be important but if it is poorly presented may be
ignored.
 Clearly state the purpose of the memo in the subject line and in the first paragraph
(summary).
  Keep language professional, simple and polite.
 Use bullets if a lot of information needs to be conveyed.
 Address the memo to the person(s) who will take action on the subject, and CC (copy)
those who need to know the action/information.
 If the information you plan to send is longer than a page, it may be better to consider
sending the additional information as an attachment or a separate document. In such
cases, the memo serves as cover letter. Attach additional information: do not place it
in the body of the memo.
 Keep the memo to one page or less. Avoid rambling. It destroys the memo's
effectiveness.
 Factual Tone: Use a neutral or positive tone where applicable, avoid emotionally-
charged words.

Parts of a memorandum

A general guide for memo structure is as follows:

 Header and Closing: Total of ¼ (quarter) of the memo total length

 Summary and discussion: ½ (half) of the memo
 Conclusion(Action): ¼ (quarter) of the memo

Memos possess a particular format that distinguishes them from a business letter. Begin by
writing the word “memorandum” or “memo” in all capitals at the centre of the page.

Memos should have the following sections and content:

1. The Heading

This is the first section of a memo. It contains the date, the receiver, the writer and the subject
line.

‘To’ – This part contains the name of the receiver. The receiver's name is written in full. If
the receiver works is in another department, their full name and the department name must be
indicated. For the sake of formality and politeness use the titles: Mr., Mrs., Miss or Ms
wherever necessary. When sending a memo to a department, it is necessary to indicate the
department name and the list of names of the recipients. Order these names alphabetically.

‘From’ – This part contains the name of the sender. For more formal memos, use the sender's
full name. If the receiver is in another department, use the full name and the department
name. It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very
formal.

‘Date’ – It is date the memo is sent. The date must be written in full e.g. 10 December 2011.
This is the normal in order to avoid confusion between different date systems.
‘cc’- This part of the heading indicates other people to whom the memo is sent because the
information it has relates to them as well. However, it does not that they have to take action.

‘Subject’ – This is the reason for the memo. It must be specific so that the recipient may take
appropriate action. Make the subject line as descriptive as possible so the reader understands
its purpose. A memo simply titled “Lunch time change” is an insufficient subject line – it
does not tell the reader what the memo is about. Thus, a better memo title might be “New
lunch time duration rule”.

2. The summary - The first paragraph of a business memo should clearly state the intention
of the memo and an overview of what information is going to be presented in the main body
of the memo. The first sentence or two should contain what you want the readers to know or
act upon. Below is an example of the summary section (From a school trip organiser to the
Principal):
‘At the monthly staff meeting on Wednesday, 12 January 2011, you requested information
about the possible purchase of a school trip to Tsodilo Hills during the second term school
holidays. I would now like to present these details.’

3. The situation
This section contains the purpose of the memo, the background, the problem, and solutions. It
may include facts, statistics, examples and reasons for the memo. Depending with the
purpose of the memo, some of these sub-headings may not be used. For instance if the
memo’s purpose is to communicate information, some sections maybe excluded (e.g.
Problem and Solutions). Below are examples of the background, the problem and solution
sections which may be included in the body of a memo.

Examples

Background:

“Due to the several road construction projects going around many parts Gaborone which
have been causing serious traffic congestion in the morning, members of staff have been
arriving late to work. Waking up earlier than usual, only causes more stress due to lack of
inadequate sleep. It appears a new solution must be found which works for the whole
company.

Problem:

“Since the change of the company telephone and fax numbers, clients are having difficulties
getting in touch with the Sales Department.”

Solution:
“Conducting a month-long advertising campaign in form of public notices in the national
newspapers and contacting our existing customers individually will help the public know of
the change of our telephone numbers.”

4. Action

This section is also optional depending with the purpose of the memo. Remember the three
basic reasons to write a memo are: to persuade action, to issue a directive (instructions) or to
provide a report/news. If the reason for the memo is a call to action, then the writer of the
memo must put forward their suggestions (as Recommendations) politely. This calls for the
use of polite and persuasive language. Specify exactly what kind of action you would like to
be taken and indicate the time-lines the action would take, e.g. “We would appreciate it if you
could authorise up to P3, 000 for the purchase of Setswana Literature set books by the end of
term two.”

…………………………………………………………………………………………………

C. EXAMPLES OF MEMOS

Example 1

MEMORANDUM

To: N. L. Koloi, Managing Director

From: B. Mosa, General Manager

Date: 26 May 2011

cc: All Supervisors

Subject: Establishment of a staff canteen

Summary:

At the monthly staff meeting on Tuesday, 4 January 2011, you requested information about
the possible establishment of a staff canteen. I would now like to present these details.

Problem:

Since the move to the new premises in Riverwalk, members of staff have difficulty in finding
a nearby place to buy lunch.

Solution:

The establishment of a staff canteen will go a long way in improving the working conditions
of the workers and boost their morale. Also, staff members are less likely to return to work
early after lunch. A survey found that staff would like to like to have canteen on company
premises. Since the canteen will be generating its money it will not be a burden to the
company. The company owns catering equipment which was bought two years ago. The
canteen can use this and our two office orderlies who were due to be retrenched can run the
canteen. The unused room at the back of our premises can house the canteen. All that is
needed is cash capital to buy foodstuffs. An amount of P 3000.00 is needed to buy the
foodstuffs. After a month the canteen will sustain itself and in two months’ time, it will be
possible to pay the two canteen workers from its earnings. Please find attached the proposed
canteen’s cash flow and projected profit and loss documents.

Action:

I kindly request the authorisation of the use of the two rooms at the back premises, the
transfer of the office orderlies to canteen and the release of P3000.00 in the following 30
days.

…………………………………………………………………………………………………..

Example 2

MEMORANDUM

To: School Sports House Masters/Mistresses

From: M. Maphosa, Sports Director

Date: 4 January 2011

cc: G. D. Motsepe, School Principal, S. Mufana, Head of Department (Sciences), L. Nleya

(Head of Department – Physical Education)

Subject: Change of Inter- house sports competitions planning meeting venue

Summary: Unforeseen circumstances have forced the committee to move their venue of the
Term 1 Inter- house sports competitions planning meeting to Science Laboratory 1.

Announcement: The beginning of year Mophane School sports meeting which was supposed
to be held on 10 February 2011 has been moved from School Gym to Science Laboratory 1
due to important repair work being carried out.

…………………………………………………………………………………………………

Example 3

MEMORANDUM

From: H. Kraai, Marketing Manager

To: Kweneng District Sales Staff (N. Andrews, B. Boingotlo, G. Mokoena.

Subject: New Monthly Customer Database Updating System

Summary
I would like to go over some of the changes in the new monthly customer database updating
system that we discussed on Friday 23 August 2011.

Background
As a company we get new clients from time to time so we need to frequently add their
information into the company’s central database so that it can be accessed by anyone in the
company. Also, our old clients may change addresses or contact details, marital status or pass
on. We need to update all this information so that we may be able to track them. This new
system will save us a lot of time when planning sales. I appreciate that you have concerns that
pertainingthis work will take up most of your time. However, I am confident that you will all
soon enjoy the benefits of this new system. No form filling will be required from you.

Action
You will need to follow these steps to complete your area's customer list:

 Log on to the company web site.

 Enter your user name and employer number.
 Click on “New Client”.
 Enter the appropriate client information.
 Click on the “update” button if you are putting additional information about an old
client

Thank you all for your help and cooperation in putting this new system into place.

…………………………………………………………………………………………………..

Exercises

1. Your school goes on a major trip every year. Imagine that you have been tasked with
organising the school trip to the Okavango Delta. The school can only manage to make
available a sixty-five seater bus. So write a memorandum to all the Form Teachers about the
outcome of the meeting you had with the principal in which the trip was approved. You
memo use include the following information.

- Proposed date of commencement

- The places to be visited
- The student fee and the deadline of payment
- The duration of the trip
- Ask the teachers to pass on the information to their form classes.

2. As the General Manager, you have been asked to write a memo to the supervisors of
departments in your company informing members of staff that the company will soon
introduce a staff bus. This decision has been necessitated by the need to improve the
movement of staff to and fro work. There have major transport problems especially with
workers who are on duty during nightshift. However, the staff will have to contribute an
amount which is equivalent to a quarter of the public transport fare. The memorandum should
include the information below.

- date when the staff transportation will begin

- the company will deduct from the workers’ salaries a contribution on a monthly basis
- initially the staff bus will only be available to workers living with a radius of ten kilometres
from the city of Gaborone
- the advantages of using the staff bus
- invite any further suggestions from the staff – to be sent through their supervisors

3. As Head Prefect, you have observed that some members of the school’s prefects are
neglecting their duties. Write a memo to all the prefects informing them of your observations
and offer them recommendations of what they can do to improve the discharge of their duties.
Include the information below. You may add anything which you think is relevant.

-late coming
- improper dress and improper conduct
-favouritism
- must set a good example
- prefects should consult the head perfects if they have any problems in exercising their duties
- consult the Deputy Principal who is in-charge of prefects
- avoid bad company

4. Imagine you are a house owner who has seven tenants in a block of flats which you own.
You have observed that your tenants are ignoring the rules and guidelines contained in the
lease agreement they signed. Write a memorandum informing them of the obligations they
agreed to when they first came to rent your apartments. Use the information below and add
any details that you think are relevant.

-ignoring garbage collection dates

- incorrect parking
- failure or deliberately not reporting breakages and damages on time
- keeping pets – dogs and cats
- unkempt yards – overgrown with weeds
-parking space taken over by broken down vehicles
- contact the property owner for help any time of the day
- need to observe the terms and conditions spelt out in the lease agreement
- behaviour should be considerate of other tenants

5. The elders in your congregation have complained about the poor performance of the Youth
Choir. As the choir leader write a memorandum to all the choir members notifying them of
the concerns of the congregation’s leadership. Use the information below and add any details
which you think are relevant.

- unpleasing performance
- abuse of privileges
- disrespect of the congregation
- late coming
- absenteeism to practice sessions - widespread
- ignoring the weekly choir uniform colour themes
- the elders do not want to relieve any of the deviant choir members of their duties
- being part of the choir is sacred as it is part of ministering

NB
Consult your tutor/teacher for more guidance.

…ends/bs