A justification memo is written to propose an idea and defend why it should be considered. It goes beyond a regular proposal by providing detailed justification. The memo has no set format but is used to justify purchases or processes. A good justification memo states the position effectively and offers discussion. It explains all reasons the proposal makes sense and justifies proposed policies or procedures to higher-ups. The language is always official. A justification memo follows a standard format, recommending ideas and their advantages. It points out savings and benefits of suggestions, explaining costs and maximum advantages. The memo concludes by summarizing all advantages. Details are provided to describe how conclusions were reached. The body briefly summarizes discussion topics, states necessary evaluations, and uses brief,

1. JUSTIFICATION MEMO
A justification memo is a memo written by an employee or a worker to propose an idea and then
goes ahead to defend and justifythe reasons why it should be considered. Justification memos
goes beyond proposals where the point or suggestion is made without properly going ahead to
justify it.it is more precise i. e it goes straight to the point. The Justification Memorandum is not
a specific form. The term is used to reference a memo or letter which can be prepared by a
requesting department to justify the purchase of certain items or the use of a specific purchasing
method.
A well written justification memo is not argumentative, but effectively states the author’s
position with an offer for discussion at some future point. Writing a justification memo requires
that all the reasons why the proposal makes sense should be stated. As said early on justification
memos are contrasting with recommendation memos. In justification memos, policies or
procedures proposed by the writer to His Boss or a higher individual in the organization are
justified. The language used in a justification memo is always official.
Thorough explanation of the subject matter is given by the writer. Most of which include the
clarity and straightforwardness. Since justification memos are very official, let’s consider for
example a justification memo that is written by a secretary to Her Boss in a company.
A justification memo should averagely follow the format below.
The writer should make His/ Her recommendations and their possible advantages or
benefits. In this case, for example, an employee or a junior ranking staff in an
organization has spotted a problem which demands urgent attention or remedy and needs
to be communicated to the Boss. Since these is a more official setting, a written
document in The form of a justification memo is written and the writer should make His/
Her recommendations and their possible advantages or benefits known.
The writer should point out the savings or advantages of His or Her suggestions.
Pertaining to this, the writer is to explain the cost of the newly proposed idea, how much
it will save and the maximum advantages that will be derived from it. He or she is to state
clearly the amount that will be saved compared to the expenditure of the existing system
of operation in terms of finance or any identified.
The writer is to state His or Her conclusion. In this Case, the writer summarizes all the
advantages of His or Her idea.
The writer should provide details and explanations and describe how this was arrived at.
FACTORS TO CONSIDER WHEN WRITING A JUSTIFICATION MEMO
The body of a justification memo should contain a brief synopsis of the topic of
discussion.

2. It should specifically state the necessary evaluations of the topic of discussion since it is
considered to be an official document.
The language should be brief, simple and concise.