A memorandum is an internal document used to convey information within an organization. It should be brief, concise and state the purpose or objective clearly in the first sentence. Effective memos are easy to read and follow a clear structure including the statement of purpose, message and statement of future action. Memos should avoid unnecessary words, jargon and details, and maintain a positive, non-confrontational tone. Key parts include the to, from, date, subject fields and a single-spaced body with any references. Memos are an efficient way to communicate within a company when properly written.

1. Writing a Memorandum
Business Communication and Report Writing
Slides By Rana Usman Sattar
Student Of BBA(Hons)
PMAS Arid Agriculture University Rawalpindi
Gmail: ranaa.usman@gmail
Facebook: usman.shan86@yahoo.com

2. Memorandum
A memorandum is
considered “inside”
correspondence.
It is written to someone
in your company.

3. Advantages of Memos
Memos are:
Quick
Inexpensive
Convenient
A Written Record

4. Memorandum
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. Purposes of Memos
To Inquire
To Inform
To Report
To Remind
To Transmit
To Promote Goodwill

6. Questions
You should be able to answer several
questions regarding your memo:
1. Exactly why are you writing the memo?
2. Is the person you are writing to in a position to
make a decision?
3. Do you state your objectives immediately?

7. Check Your Memo
Is is easy to find the main Have you removed
point? unnecessary words?
Would it help to Is your memo filled with
underline, indent, or technical jargon?
bullet the main points? Is it positive?
Does your memo have Does it “step on
plenty of white space for anyone’s toes”?
easy readability?

8. Memos
A memo should be
designed to get your
message across quickly.
Busy people do not want
to waste time reading
unnecessary information.

9. Organization of the Memo
Statement of Purpose
Message
Statement of Future
Action

10. 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

11. 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

12. 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.

13. 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!

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

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

16. BASIC PARTS OF A MEMO
TO:
FROM:
DATE:
SUBJECT:
Body of the memorandum—single spaced
Reference initials

17. Memo
Make sure the memo is
Clear
Concise
Correct
Concrete
Complete

18. Memos
Make sure the
memorandum is
Well placed
Has correct punctuation
and spelling

19. Memos
Be sure the memo
States the purpose clearly
Presents message effectively
Uses a courteous tone
Gives reader complete, accurate details
Concludes appropriately