2. National College of Business Administration & Economics
Presented By
M.Mooed Azhar (BCM-F18-425)
M.Asad Raza
Azeem Sabir
Adeel Ahmad
Presented To
Miss Rubab Fatima
4. Definition of Memorandum
Memorandum is a written document/report that is used for the
conversation between induvial, business organization and countries.
It is also defined as:
Memorandum is a written report that is prepared for a person or
committee in order to provide them with information about a
particular matter.
Synonyms:
Directive
Memo
Notice
5. History of Memorandum
The memorandum was not an evolution of the business letter but a
new genre of writing. The term 'memorandum' in this new generic
sense began to be used in the later 1870s and early 1880s, although it
did not become common until the 1920s, by which time the form of
the memo was in widespread use.
8. Purpose of Memorandum
The primary purpose of a memo “for decision” is to support decision
making – and also to “help (or sometimes influence) a decision-maker
to make a better decision in a particular problem situation than he
might otherwise have made without the analysis ”.
Other purposes that the briefing note can serve include: conveying
information; informing decisions, making a request, providing a
response to a question, making a suggestion, presenting an informal
report, proposing a solution to a problem, or documenting a reference
for future use.
9. Structure of Memorandum
* As the communication mechanism of the policy analysis process, the briefing note should
provide a coherent synopsis of a policy problem, identify different policy options for
addressing the problem, articulate opposing perspectives and advocate a recommended
option.
* The typical structure for a briefing note includes a description of the proposed policy;
relevant background information; a discussion of key considerations (including
implementation concerns, financial considerations, stakeholder impacts, and possible
unanticipated consequences), a summary of arguments for and against the policy and a
recommended decision
12. Types of Memorandum
1.Bench memorandum
2. Memorandum of understanding
3. Memorandum of association
4. Memorandum of conversation
5. Presidential memorandum
6. Periodic Report Memo
13. Importance of Memorandum
• A memorandum is a means of inter-office correspondence. Memos are sent
within an organization from office to office or department to department.
• In large organizations, memorandums are sent from head office to regional
offices, branches, divisions and so on.
• Memos are intended to be read and acted upon by executives, branch
managers, supervisors and all staff members as and when they are
addressed to them.
• Memos may be typed or printed and dispatched to the target groups and
offices across the country and even abroad.
• For easy reference, memos are often printed in different colors with
different departments using specific colors.
• With the advent of electronic communication, memos are now bring sent
across by e-mail and are also put on the internal network or intranet for the
use of offices and staff.
14. Functions of Memorandum
• Memos have a twofold purpose: they bring attention to problems and they
solve problems.
• They accomplish their goals by informing the reader about new information
like policy changes, price increases, or by persuading the reader to take an
action, such as attend a meeting, or change a current production procedure
• Memos are most effective when they connect the purpose of the writer with
the interests and needs of the reader.
15. Parts of a Memo
Standard memos are divided into segments to organize the information and to help
achieve the writer's purpose.
Heading Segment
Opening Segment
Context
Task Segment
Summary Segment
Discussion Segments
Closing Segment
16. Five Tips for Effective Business
Memos
• Audience Orientation
• Professional, Formal Tone
• Subject Emphasis
• Direct Format
• Objectivity
17. Conclusion: Recap and Recommend
• A final conclusion takes advantage of the reader's tendency to pay the most attention to beginnings and endings.
• Drop the final conclusion if you really don't need it and if firm memos don't routinely include it.
• Otherwise use the final conclusion to add value as a summary recap and for strategic recommendations – as long as
you avoid certain pitfalls.
Summary Recap
• A summary recap puts in one place everything you want to draw to the reader's attention.
• Some lawyers want a final conclusion so they can just turn to the last page. The convenience of knowing exactly
where to go to read the bottom line trumps any minor annoyance from repetition.
Recommendations
• This is your chance to focus on results, to think strategically and creatively, and to offer the best solution to the
client's problem.
• What are the options?
• What dispute resolution processes need to be discussed?
• What are the next steps?
• Are there practical questions that need to be answered?
• What loose ends need to be tied-up?
• Is there more information needed?
• Do facts need to be checked or evidence secured?
• Are there filing deadlines?
