The document provides information about memorandums, including their purpose, format, and common uses. A memorandum is defined as a brief written communication within an organization used to inform about policies, procedures, or other official business. The key sections of a memorandum include the heading with recipients, author, date and subject; the body introducing the topic and any actions needed; and a conclusion. Memorandums are typically used to announce new information, decisions, or events to employees within a company or institution. An example memorandum format and components are also outlined.

1. MEMORANDUM
Kashfia Reza Tonni
Lecturer
Department of English
Bangladesh University

2. What is Memorandum
◦ A memorandum is a note, document or other communication that helps the memory
by recording events or observations on a topic such as may be used in a
business office. A memorandum can have only a certain number of formats; it may
have a format specific to an office or institution.
◦ Definition of MEMORANDUM for English Language Learners
◦ A usually brief written message or report from one person or department in a
company or organization to another.
◦ Informal written brief, note, record, reminder, or summary used as a means of
communication, or to outline the terms of an agreement in its draft-stage

3. Importance of Learning Memorandum
◦ A memo’s purpose is often to inform, but it
occasionally includes an element of persuasion or a
call to action. All organizations have informal and
formal communication networks.
◦ One effective way to address informal, unofficial
speculation is to spell out clearly for all employees
what is going on with a particular issue.
◦ A memo (or memorandum, meaning “reminder”) is
normally used for communicating policies,
procedures, or related official business within an
organization.

4. Memo Format
◦ Create the heading
Type ‘MEMORANDUM’ at the top of the page.
Create lines for: TO, CC, FROM, DATE, and
SUBJECT, and fill them in.
◦ Write the body
Introduce the problem in the first paragraph, and
give some context. Suggest actions that the
reader should take. Close with a positive
summary.
◦ Finalize it
Format your memo properly, then proofread it.

5. Memos are typically used
◦ To inform others about new and
changed policy, procedures and
organizational details.
◦ To announce meeting, events,
changes.
◦ To present decisions, directives,
proposals, briefings.
◦ To transmit document.

6. Create the Heading
◦ Heading should include the full name of
the person or people who will receive the
document. You should also include your
full name, and the date the memo was
prepared. The next part of the heading is
the subject of the memo, which is usually
indicated by ‘Subject’ or ‘RE’, which stands
for ‘regarding’. Make the subject as
specific as possible. Instead of a general
heading such as ‘New Policy’, choose ‘New
policy for Scheduling Vacations’.

7. Heading of a
Memorandum

8. Write the BodyThe body of a memo includes three components:
1. Introduction: This should be a short paragraph of
two or three sentences that lets people know the
reason for the memo in a direct manner.
2. Recommendations or Purpose: This section gets to
the meat of the message using key points, highlights or
background information. It may include supporting
detail like facts and statistics, as well as examples and
reasons for the memo.
3. Conclusion: The conclusion will make it clear what
action needs to be taken and when it needs to be
completed or reiterates the timely news included in the
memo.

10. Finalize the Document
◦ Audience-appropriate
◦ Concise
◦ Coherent
◦ Readability
◦ Terminology
◦ Factual tone
◦ Appearance

11. Sample of a Memo
MEMORANDUM
To: All employees
From: Mr. X, Director, HR Department
Subject: Mr. Y’s Retirement Party
We are waiting to inform you of a retirement party for Mr. Y from the CSE department.
We invite you to join us in celebrating the contribution the Y has made to our institution through the
years.
The party will be held at auditorium on Friday April 14, 2016 at 5 pm. Dinner will be provided by the
institution.
Please response very soon to csedepartment.bu@gmail.com by 4 pm on Tuesday April 11, 2017.

12. Any Question?