A memorandum (memo) is an internal document used to communicate information within an organization. It has a header with recipient, author, date and subject, an opening that states the purpose, a body with the main message and details, and a closing without a signature. Memos aim to be brief, clear, and focused on a single topic. They follow a direct, informal tone and provide essential information to keep records and update colleagues within a company.

1. Memorandum
Writing
By
Rahila Khan

2. Definition
 A memorandum is considered “inside” correspondence.
 It is written to someone in your company.
 A written statement you prepare specially for a person or
communicate an order to give them information about a
particular method.

3.  The word memorandum is derived from the Latin
 word ‘memo rare’ which means “to remember”.
 In law a memorandum means a document recording
terms of contract.
 The plural of memorandum is memorandums or
memoranda.
 It is commonly known by its abbreviation, viz., and
memo.
Introduction

4. Introduction
 A memo is less formal than a letter.
 It usually conveys one idea and is likely to be
short.
 Effective memos are clearly written with the
objective stated in the first sentence.

5. Advantages of Memos
Memos are:
 Quick & Convenient
 Inexpensive
 A Written Record

6. Purpose of Memo
Writing
To Inquire
To Inform
To Report
To Remind
To Promote Goodwill

7. Characteristics of
Effective Memos
Good memos share certain characteristics,
which include the following:
1) Clarity
2) Conciseness
3) Unity of Theme
4) Informal Tone

8. Clarity
A memo must be clearly written because an
unclear and vague memo will confuse the
reader, leading to delay and no action.

9. Conciseness
Concise and direct memos are more effective. A
memo should contain only essential information.
Avoid unnecessary explanations, repetitions,
wordy expressions, and amplification.
Ensure that the memo makes its point with the
fewest possible words

10. Unity of Theme
A memo which does not have unity of theme,
distracts the reader and ceases (terminates) to
be purposeful.
An important way of ensuring unity in a memo is
to make sure that it deals with only one topic.
A single topic is developed , and related ideas
are subordinated.

11. Informal Tone
 In memo tone is usually informal and
conversational.
 As the writer is likely to be familiar with the
reader, personal tone may be used in memos.
 A very formal tone might sound intimidating.

12. Parts of a Memo
Standard memos contain four parts:
1. Heading
2. Opening
3. Body
4. Closing

13. 1. Heading:
The heading segment of a memo includes four
elements:
1) To: (Name and designation of the recipient)
2) From: (Name and designation of the sender)
3) Date: ( Complete and Current)
4) Subject : ( Topic of the memo)

14. To: Mr.Ahmer
Director Sales
From: Mr.Ali
Sales Manager
Date: March 11, 2016
Subject: SALES SUMMARY FOR THE YEAR2016
OR
Subject: Sales Summary for the Year 2016
Example of Heading
Segment

15. 2. Opening
 state purpose of memo, give the facts.
Examples:
“Here is a summary of the measures the Campus Security
Department is taking to ensure that only authorized people
are allowed into the
administrative offices.”
“As you requested, here is a copy of the annual sales report
for our new product ‘Mint Candy’,
launched in December 2015.”

16. 3. Body
• Body of the memorandum—single spaced
• The body of the memo contains the message of the
memo.
• It describes, explains, and discuss the central idea of
the memo and includes all the details that support the
senders’ ideas.
• The body may contain a brief statement of the key
recommendations the sender has reached.

17. 4. Closing
Make a courteous closing statement. Do NOT
use “sincerely” or other letter-like ending.
Example:
“Please send your recommendations to me by
October 5, 2016 so that we are able to complete
the project by the end of
November, 2016.”

18. Optional Parts
of a Memo
A few optional elements may be used in memos, as per
requirements.
These elements include:
Reference ( response to other memos, notices, reports and
other documents)
Attachments ( lists, diagrams, pictographs, tables, and
other sources of data)
Distribution lists / c.c (persons who might be receiving
copies of the memo)

19. Organization of
the Memo
 Statement of Purpose
 Message
 Statement of Future
Action

20. Special
Formatting and
Mechanical
Techniques
 Use enumerations to list important items
 Use solid capitals and centering to emphasize an
important detail
 Use columns with headings to make reading and
understanding easier

21. Special Formatting
and Mechanical
Techniques
 Use underlining and side headings to show
natural breaks
 Use bullets to emphasize several points
 Use boldface and italics when appropriate
 Use color coding to attract attention

22. Important “Nevers” in
Memo Writing
 Never write memos or any other communications which
are unnecessary.
 Never write complicated, hard- to-understand memos.
Keep them simple and to the point.

23. Important “Nevers” in
Memos Writing
 Never write rude, blunt, or thoughtless memos.
 Never send memos that have typos, misspelled words,
or grammatical errors.
 They are a poor reflection on you!

24. Important “Nevers” in
Memos Writing
 Never waste space with unnecessary introductory
material.
 Never leave out necessary details causing people
to have to follow up with questions.

25. Important “Nevers” in
Memos Writing
Never use a closing line or a signature in a memo.

26. Essentials of a Memo
Make sure the memo is
 Clear
 Concise
 Correct
 Concrete
 Complete

27. Make sure the memorandum is
 Well placed
 Has correct punctuation and spelling
Essentials of a Memo

28. Essentials of a Memo
Be sure the memo
 States the purpose clearly
 Presents message effectively
 Uses a courteous tone
 Gives reader complete, accurate details
 Concludes appropriately