This PowerPoint guide people to how to write a memorandum in a proper way

1. Writing a Memorandum
Presented by: Amit Ganguly
JIS University
BBA-LLB 1st Semester
Subject: English for Law
Roll No.: 171111008001
Year: 2017-2018

2. Memorandum
 A memorandum is a piece of correspondence used
within an organization or among various branches
or divisions of the same organization.
 A memo is usually sent through internal mail or
via email.
 A memo is less formal than a letter.
 It usually conveys one idea and is likely to be
short.

3. Purposes of Memos
 To Inquire
 To Inform
 To Report
 To Remind
 To Transmit
 To Promote Goodwill

4. Advantages of Memos
Memos are:
 Quick
 Inexpensive
 Convenient
 A Written Record

5. Structure of the Memo
 Organization Name: Usually contained in the
letter head.
 Memo or Memorandum: At on near the top of the
page.
 To: Use the reader’s full name with any
professional title such as Dr. but without the
complementary titles of Ms., Mr. or Mrs.
If you are sending the memo to different people
list them after ‘To’. If the list is longer than a
dozen, names, place it at the end of the memo
and reference it on the ‘To’ line.
For example- To: See distribution list on page 6.

6. Structure of the Memo
 From:
Date:
The Writer’s name and professional title go after
this heading.
Dating a memo helps the organization to keep a
record of his correspondence.
 Subject: State the topic in a few words but make
sure the communicates the point of the memo.
For example- “Changes in employee medical
benefits” is more specific than ‘Employee Benefits
Program’.

7. NOTE:
The order and placement of those headings may
vary from organization to organization. The ‘To’
line eliminates the need you the salutation
(addressor).
For example- Dear Mrs. Das.
 Message: The content of the memo should consist
of concise introduction, one or more middle
paragraphs conveying the details and a brief
conclusion. Some memos are as short as one
paragraph, or even one sentence. Memo length is
determined by the purpose and audience. Memo
is longer than two pages.

8. A long memo should have the following sections-
1) A summary, placed at the beginning of the
memo, should convents the subject to 5 or 10
lines. Its should not contain jargon for highly
technical languages.
2) The introduction states the memo’s purpose and
scope. You may add a paragraph or two of
background material if the readers needs more
information. The introduction may also be use
to ask or answer key questions, thank the reader
or gave good news such as the approval of a
proposal. If you must refuse a request or reject
an offer, use the introduction establish your
reasons before saying ‘no’.

9. 3) Discussion: You can use various heading to
separate your information into sections.
For example- Statement of the problem approach
to the problem, analysis, conclusion and
recommendation. The facts of a situations need to
be accurately identified and presented, and the
arguments need to be reason and supported
carefully.
4) The conclusion: summaries the main points and
discusses what action is required of the readers.
 “The from line” climates the need for a
complimentary close.
For example- “Yours faithfully

10.  Writer’s initial: A memo is completed by the
writer’s initials not his or her signature,
immediately after the last sentence.
 Distribution List: Names on the distribution list
are usually in alphabetical order. However it one
of the individual clearly outranks the others,
place that name first.
 Attachments: If you have attachment, you may
list them at the top of the memo or at the end.
 Copy: A duplicate copy of the memo should be
held for future reference.