Memorandums (memos) are informal internal documents used to communicate procedures, information, or instructions within an organization. They follow a standard format including a header, recipients, author, date, subject, introductory paragraph, body, and signature. The body should be concise and to the point, using clear language and avoiding emotional wording. Memos should also have a clear purpose and call to action. A sample memo is provided reminding students of an upcoming deadline to submit final projects required for graduation.

1. Assignment no 4
“Memo writing, its Rules, it’s format
and an example”
Noor Sohail
Bscsr07193003
BS Chem 3rd
The University of Lahore

2. What is Memorandum or
Memo writing?
Definition:
“A memo (also known as a memorandum, or "reminder") is used for internal
communications regarding procedures or official business within an
organization”
OR
“Memorandums, or memos for short, are used in place of formal letters for
internal communication. These may be used in the workplace to present
information, to provide directions or reminders, or to propose an idea. ”
Basic Introduction to a memorandum:
A memo is usually an internalworkingpaper written to share information
and/or instructions among peers,most often those working for the same
organization or those working together on a commonprojecteven though they
representdifferentorganizations. Because they’re informal working papers,
memos are rarely sent to outsiders,especiallythose you or your organization
want to impress.
A business letter is consideredmore formal, more serious, more forceful,and
more impressive than a memo. Because they’re written to people who are
involved in or at least familiar with your work, your organization, and the

3. standard practices of your profession,memos use an informal style in which
jargon, abbreviations, and short-form references to people and organizations
are acceptable.Most memos requestspecific information, respond to previous
questions,share new information, or give instructions to do something. They
may also be written to create a "papertrail" for future reference.
Modern memorandums:
In recent years and in many organizations, e-mail has increasingly taken the
place of hard-copy memos.In fact, the basic format of e-mail is a direct
adaptation of memo format. Consequently,many of the guidelines for writing
e-mail and for memo writing are totally interchangeable.
Purpose of a memorandum:
In general, a memo is used
 to inform others within the company on changes in policies, directives, or
procedures.
 to announce changes in leadership, management structure, team divisions,
or workflow.
 to disseminate information pertaining to meetings and events held within
the organization.
 to introduce new employees, divisions, clients, etc.
Before Writing:
Before you put anything on paper, considerthe following first:

4.  Audience. Who are the intended recipients of your memo? Knowing your
audience will not only allow you to identify who to address it to, but also
determine the tone of the documentyou will be writing.
 Purpose.The purpose of the memo will also affecthow you write the
document.Providing a list of instructions will require a more formal and
professionaltone, while an announcement regarding a company outing or
party may be written in a festive manner.
Basic Rules of writing a
Memorandum:
To the point:
Memos should go straight to the point. Avoid flowery language and adding unnecessary
details so that your readers will know exactly what you’re trying to say.
Don’t make your employees or colleagues spending all their time reading your lengthy
memorandums.
Don’t use emotional wording:
Never use emotive words, even when writing about issues such as a team member’s poor
performance at work. Doing so will make your report seem subjective. Maintain
professionalism by outlining the details using a detached but polite tone. For instance,

5. instead of saying that a colleague shows “unprofessionalism”, you can instead provide
concrete examples of his/her conduct to justify your memo.
Don’t use informal language:
Memos, by their nature, need to be written in a professional manner. As such, do avoid
colloquial language or slang words.
Correct use of punctuation and
grammar:
It will make you memo easy to understand and good to read. Proper grammar and proper
punctuation makes the document easily understandable.
Presentation:
Focus on your presenting style. It not depends on the good hand writing or neatness, rather
it also includes the headings, type of page and marker used. A good presentation is most
major part of a good memorandum. It will attract the reader to read with interest and issue.
Proofread:
Before you release the memo, make sure that you proofread it to see if there are any
factual, grammatical, or spelling errors in what you wrote. You may also want to review it to
see if there is a way for you to simplify it further to make it more easily understood by your
audience.
It should be short:
You’re probably headed for trouble if your memo is running longer than a page. If it does
run over one page, it’s best to split the memo by using headings to make it more digestible.

6. Consider using subheadings to break down sections of your memo. If, you want to raise
several points in your memo, you use bullet points to make it easier for your readers to
understand each specific issue that you will bring up.
Be smart:
Memos should be SMART – Specific, Measurable, Attainable, Relevant, and Time-Bound.
Be clear not only about what you want to say, but what you expect your reader to do.
Use simple English:
You should not use complex language while writing your memo because the readers may
end up missing up important points and your memorandum will not have served its purpose.
Avoid too much use of vocabularies in your work.
Format of writing a
Memorandum:
The format of your memo should adhere to the required rubric because one can be able to
identify a memo from its format. In the notice board you may find several notices of which
others are usually, meant for motivations purposes, so it is the format that will distinguish
your memo from other notices.
The Header:

7. At the top of the page, you should indicate that it is a memo in capital letters. This helps to
give identity to your document.
The recipient addresses:
Immediately after the header, you should write the recipient address. Be official in writing
the name of the recipient whether it is one person or a group of people. The address helps
the readers to know whom the memo is being addressed to. You should also include other
recipients if you wish your memo to address a different group of people. When you have
more than one recipient, you can use the following format:
Memorandum (header)
To:
Cc:
From:
Date
Subject
In this format, the cc will serve to address another recipient that you wish to address apart
from your main.
The sender
After the recipient’s address, you should indicate where the memo is coming from, write
your name and your position if you have one so that the readers can be able to know you.
The date

8. After writing the senders name you should write the date in the right format so that the
readers can be able to know when was the memo sent. The date is important because it
distinguishes the old and new memos in the notice board.
The title or subject:
After the date, you should write the title of the memo. In the title, you should indicate what
the memo is all about clearly. The title carries a heavy weight in your memo because it
should tell the reader what the memo is all about in the shortest words.
The Introductory paragraph:
Your introductory paragraph should quickly orient the reader to what the memo is
about and how it pertains to them or their department. It should be written
succinctly, with as few words as possible to convey the needed message.
The Body:
The second part of the memo format is the body. You should keep your memo as short as
possible by avoiding more stories in the body paragraphs. Below are some of the tips on
how to come up with the best body for your memo:
 Consider your readers
 Go directly to the point
 Give a small background of the problem
 Support your issue
 Use of short subheadings
 End your memo with a summary
 The last thing is signing

9. Sample of writing a
Memorandum:
Heading of Memorandum
To: All students taking IT course at the university.
From: The department chair.
Date: July 7, 2018.
Subject: Submission of your final project.
It has come to our notice that some of you have not submitted their final year projects which
is very crucial at this moment because it determines whether you will graduate or not. In the
previous years, we have had the same incidents and students usually come back to me
crying when they find out that their name is not on the graduation list.
The project will account for forty percent of your final grade and that is why it should be
taken seriously. On that note the department has given out a deadline of 3rd august 2018, if
you do not have submitted your project by then, you will have to wait 1 academic year to
graduate. You are all advised to submit your project before the due date as we do not want
you to suffer when it comes to graduation. Thanks in advance.
Yours sincerely,
Sign…….
Department chair.