A brief explanation on Memo, Agenda, Notice and MoM

1. Memorandum, Agenda, Notice &
Minutes of Meeting

2. Memorandum
• A memorandum commonly known as memo came from
the Latin word ‘memorare’ which means to remember.
• It is used for internal communications regarding
procedures or official business within an organization,
from person to person, or department to department or
from one branch to the other.
• Through electronic communication, it is very easy to
send across memo by e-mail.
• Point to be considered here is that the purpose of
issuing memos should be clear so that while drafting
the memo, objective should be well defined.
• One should make sure that the memo reaches to the
concerned in due time.

3. Sample Memo
International School of Management, Patna
Sarari – Usri Road, Khagaul - 801105
Interoffice Memo
Date : 26 March, 2020
To : Teaching Staff
From : The Principal
Reference : ISMP/PO/2020/12
Subject : Punctuality of all Staff
This is to inform you that the authority has noticed some teachers are not punctual
and indifferent to their duties. In these circumstances, you all are requested to be
more punctual and to take all necessary steps to maintain smooth environment of
education in the institution.

4. Notice of a Meeting
A Notice should satisfy the following conditions:
• It should be organized and convened by proper authority
• It should state the name of the organisation
• It should state the day, date, time, and venue.
• It should be well in advance so that the participants can
make necessary arrangements, if required.
• It should state the purpose and, if possible, the agenda so
that the participants can come prepared
• It should carry the date of circulation and secretary’s
signature
• It should be well informed - to the persons required at the
meet

5. Agenda
When a meeting a called, there is purpose or topic on which the discussion
will take place. An agenda is the list of items to be considered at a meeting. It
is also called business order or order of business. It comes from the Latin
word agendum (singular) which means ‘a thing to be done.’ But agenda (the
Latin plural) is used as a singular noun.
• It is the route map of the meeting. The items of agenda should cover all
that is necessary to be considered at that time. Meetings take time and
effort to arrange. Hence the agenda has to be well thought out.
The items may be devised from
• Important points discussed in previous meeting by referring its minutes
• Suggestions received and its implementation status
• Actions taken and events performed since last meeting
• Correspondence of the organisation

6. Agenda
The agenda contains routine items as well as special ones.
Here are some guidelines for listing the items:
• Apologies from absent members (need not be written
previously)
• Reading and approval of minutes of the last meet
• Matters arising out of previous meet’s minutes (this need
not always be mentioned)
• Discussion on urgent and other crucial problem statements
• Matters requiring closer discussion and debates
• Any new, on-the-spot items with the approval of the
chairman
• Date of the next meeting.

7. Minutes of Meeting
• The minutes of a meeting are the record of the
discussions of the decisions therein.
• They have an official status; they are useful in framing
policy or bringing any change in the policy, and in some
cases required by law to be written.
• Minutes are final when they are approved by the
members of the group to which they relate, generally
in the next meeting, and signed by the chairperson.
• The minutes are written in a formal manner which
captures every factual, detail those had happened
during the meeting in an impartial form.

8. Minutes of Meeting
The overall minutes should give:
• The name of the organization - its unit or branch
• Day, date, time and venue
• Reference number of the scheduled meeting
• Names of chairperson and secretary
• Names of members present
• Names of members absent
• Attendees by special invitation, e.g. auditor, board members, etc.
• Record of the transactions (on the guidelines given above)
• Signature of secretary and, after approval of the Chairman, it is
circulated among the members