MEMORANDUM
Introduction
A memorandum is a document which is used for internal communication, that is, it is
directed to someone within the same organisation. It is like an internal letter, but does
not need a postal address in order to be delivered. Memos convey new information like
policy changes and price increased, or they can be used to persuade the reader to take an
action, such as attend a meeting, use less paper, or change a current production
procedure. Regardless of the specific goal, memos are most effective when they connect
the purpose of the writer with the interests and needs of the reader. The aim of
memorandum is to present information economically. You must come straight to the
point and leave out anything which is not important or relevant. This means that your
memo should be short and precise.
Brevity and Conciseness makes the hallmark of a good memo. Remember that he word
concise means - short and clear, expressing what needs to be said without unnecessary
words while Brevity entails using only a few words.
The way in which the main body of the memo is organized is similar to that of a letter.
The following guidelines are useful when writing a memo.
PART OF
THE MEMO
Subject line
Introduction
Body
WRITING GUIDELINES
The subject should refer to the exact details of the memo
Begin with short paragraph which sets out the scene – for example –
by explaining the purpose of the memo, describing circumstances
which have prompted the memo or explaining the relevant facts.
Normally you should begin with a brief background explanation of the
problem or situation just in one or two sentences then go to the
message itself.
Give full details of the message. In the second and subsequent
paragraphs the subject will be discussed and instruction given or
action identified. If the memo is presenting several facts they can be
presented in point form or in tabular form. Remember, Clarity,
Brevity, Conciseness & Completeness. The reader must never ask the
questions; When? Where? Why? Who? What? How?
Conclusion
The final paragraph should summarise the key points or give general
advice or encouragement about actions to be taken. State what you
expect the reader to do or what you also intends to do.
Close
End courteously with a single sentence. For example – I hope you will
cooperate.
Layout of memorandum
NAME OF THE COMPANY
DEPARTMENT
Text must align here
MEMORANDUM
Strictly NO Punctuation marks!
FROM
TO
REF
DATE
Mr Patson Chirango
Managing Director
Miss Deirdre Shamba-Zulu
Finance Manager
PTC/drc
18 November 2024
Request for Stationery
Do NOT write the word
Subject/Sub/Ref or
Reference.
Your subject heading
should not exceed 9 words
Introduction
Full Details
See Table
above
Conclusion
Close
Yours sincerely
Yours faithfully
.
P. T. Chirango
Mr PATSON T. CHIRANGO
MANAGING DIRECTOR
Strictly NO
Complimentary Close
Just sign
Every entry above is worth a mark or more.
Please DO NOT leave anything
Lecturer – Chief Chirango.
0780 424 591
0774 376 975
0710 299 562
(Whatsapp Only)
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Example 9: Memorandum
Vista electronics
Kwekwe Branch
MEMORANDUM
TO
All members of staff
FROM
Patson Chirango
Head of Security
REF
PTC/jc/secu/bf4
DATE
18 November 2024
OFFICE SECURITY CONCERNS
Following an increase in incidences of theft of company property and staff’s personal
belongings and the subsequent investigations in this regard, the Managing Director has
approved that the following security measures be implemented with immediate effect:
A 24 hour surveillance camera system is going to installed in all offices, storerooms,
passages, restrooms, car parks and at strategic point outside the building
2. In order to control and limit access to all offices, an electronic swipe card system is
also going to be installed during the Easter break. Each person is going to be given a
swipe card, which will only be able to open his or her office doors. The traditional
locking system is going to be dispensed with. This is going to help avoid
unauthorised access to offices.
1.
The installation of these electronic security systems is going to be done during the
coming Easter holiday so that there will be no disturbances to normal workflow. You are
all encouraged to put away all your personal belongings and lock your drawers and
cupboards since an independent security company has been contracted to do the
installation work.
I hope these measures will go a long way in averting the security problem, which we
have all been facing
P. T. Chirango
Mr Patson Chirango
HEAD: Security Department
Lecturer – Chief Chirango.
0780 424 591
0774 376 975
0710 299 562
(Whatsapp Only)
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