Memorandum / Memoranda
Memoranda
Definition :
A memorandum is a written communication
Inter-office written communication
– One individual - another individual
– One department - another department
– One individual - a large body of staff at different levels
Memoranda
Memoranda serve a variety of purposes:
– to inform of decisions, actions, etc
– to request decisions, action, etc
– to remind of action which is required
– to provide information of any kind.
Memorandum
Name of Recipient (s), Designation
Ms Ong Sue Lyn, Director
To : ………………………………………………
Ms Sharmini Muniandy, Clerk
From : …………………………………………..
Name of Sender, Designation
HR Monthly Meeting Canceled
Subject : ……………………………………………
12 / 4 / 07
Date : ……………………………………….
Date
What is the Memo About?
Purpose Line
I would like to inform you that the HR monthly meeting is canceled.
Action Line
Please take note.
Sender’s Initial
sm
Carbon Copy
Radzuan Razali
Memorandum
To : …………………………………………
From : ……………………………………..
C.C. : ……………………………………….
B.C.C. : …………………………………….
Subject : …………………………………..
Date: ……………………………………….
C. C. – carbon copy
B.C.C – blind carbon copy
Memorandum
To : Leong, C.K. HOD, Finance
From :Maria Rashid, HOD, Human Resource
C.C. :Tan B.J., Chief Accountant
B.C.C. : Leonard Rajan, Managing Director
Subject : Amendments to Annual Budget
Date : 5 October 2005
Hence, who knows what?
Memorandum
Human Resource Unit
Name of Group of People
To : ………………………………………………
Ms Sharmini Muniandy, Clerk
From : …………………………………………..
Name of Sender, Designation
Reminder to Switch off Air-Con
Subject : ……………………………………………
12 / 4 / 07
Date : ……………………………………….
Date
What is the Memo About?
Introduction
For your information, the electric bill for our unit is more than RM2000 a month. In view of
this large amount of expenses, the director wants everyone to save on electricity to
minimise the electric bills.
The Body – Explaining the Main Point
Hence, everyone is advised, to switch off all air-conditioning systems, room lights and
other electrical appliances when they leave the office for lunch in the afternoon and home
in the evening. Anyone caught not switching off these appliances will be heavily penalised.
Conclusion
Please take note.
Sender’s Initial
SM
Constructing the SUBJECT line
1. Make sure the subject line is short and informative by
using signal words.
Request for . . .
Agenda for . . .
Highlights for . . .
Procedures for . . .
Suggestions for . . .
Information about . . .
2. If there are more than one project, put the name of the
project first, then followed by the signal words.
Constructing the SUBJECT line
3. Try to avoid using the word “urgent” unless your
message is truly urgent.
Use the sentences below to come up with the SUBJECT line of a
memo.
1. The photocopier machine is out of order.
2. Someone left a bunch of key at the pantry.
3. There will be an annual dinner for all staff of DBKL.
4. There will be a visit by Temasek Holding staff to DBKL.
5. The HR unit is inviting staff to attend a talk on ‘Body Language’.
6. All Muslim staff are allowed to leave an hour early for Ramadhan.
7. There will be a badminton friendly match between DBKL staff and
MMU staff.
8. All staff who are going for the trip to Bali will have to pay a minimal
sum of money.
9. There will be no work from lunch time until 6 p.m. today because of
the earthquake in Aceh.
10. Anyone who is interested in sending their children to the nursery are
encouraged to find out from the Staff Welfare Department.
Purpose Line
To inform:
This is to inform you that
This is to inform everyone that
Please be informed that
To request:
I would like to request for
To remind:
This is a gentle reminder for
This is a gentle reminder that
I would like to remind you that
To apologise:
My apology for
I would like to apologise to you for
I would like to apologise to everyone for
Would you mind if I
Would you mind
If you could, please
10 Good Opening Lines
With reference to your letter of 8 June, I . . .
I am writing to enquire about . . .
After having seen your advertisement in . . . , I would like . . .
After having received your address from . . . , I . . .
I received your address from . . . and would like . . .
We/I recently wrote to you about . . .
Thank you for your letter of 8 May . . .
Thank you for your letter regarding . . .
Thank you for your letter/e-mail about . . .
In reply to your letter of 8 May, . . .
10 Good Closing Lines
If you require any further information, feel free to contact me.
I look forward to your reply.
I look forward to hearing from you.
I look forward to seeing you.
Please advise as necessary.
We look forward to a successful working relationship in the future.
Should you need any further information, please do not hesitate to contact me.
Once again, I apologise for any inconvenience.
We hope that we may continue to rely on your valued custom.
I would appreciate your immediate attention to this matter.
Use the sentences below to come up with the concluding
statements of a memo.
1. The photocopier machine is out of order.
2. Someone left a bunch of key at the pantry.
3. There will be an annual dinner for all staff of DBKL.
4. There will be a visit by Temasek Holding staff to DBKL.
5. The HR unit is inviting staff to attend a talk on ‘Body Language’.
6. All Muslim staff are allowed to leave an hour early for Ramadhan.
7. There will be a badminton friendly match between DBKL staff and
MMU staff.
8. All staff who are going for the trip to Bali will have to pay a minimal
sum of money.
9. There will be no work from lunch time today because of the
earthquake in Aceh.
10. Anyone who is interested in sending their children to the nursery are
encouraged to find out from the Staff Welfare Department.
Formality in Memos
To:
Katherine Chu, Regional Manager
From: Stephen Yu, Sales
Date : 24 February 2009
Subject: My resignation
I am writing to inform you of my intention to resign from G & S
Holdings.
I have appreciated very much my four years working for the
company. The training has been excellent and I have gained
valuable experience working within an efficient and professional
team environment. In particular, I have appreciated your personal
guidance during these first years of my career.
I feel now that it is time to further develop my knowledge and skills
base in a different environment.
I would like to leave, if possible, in a month's time on Saturday, 28
March. This will allow me to complete my current workload. I hope
that this suggested arrangement is acceptable to the company.
Once again, thank you for your support.
KC
Formality in Memos
To: David N.K., Assistant Manager
From: Sally, T.Q., Director
Date: Tuesday, 24 February 2009
Re: Banning smoking
David,
I'd like you to look into the health and safety issues relating to smoking in the company's
office, specifically:
1.What are the current regulations regarding smoking in the workplace?
2.What are other companies like ours doing re. smoking?
3.a.Can we introduce a ban on smoking in this company?
b. If we can, what procedure do we need to follow?
Could you please get back to me before the Senior Management meeting next week on
Tuesday, 3 March 2009. Thanks
Setting the Tone
"I hope that you will contact me..." "I know that this is a bit of
a last minute request, but..."
"You can reach me at 555-2233; I look forward to hearing from
you."
“I apologise if this sudden request puts you in a difficult position,
but I truly appreciate the business deals that we have had and I
trust the kind of services you have provided."
Setting the Tone
Be Courteous and Sincere
Not: You didn't read the instructions carefully, thus your
system has shut down.
But: The system may automatically shut down if any
installation errors occur.
Setting the Tone
Stress the Benefits For the Reader
Not: I am processing your order tomorrow.
But: Your order will be available in two weeks.
Stressing reader benefits will help you to avoid sounding self-centred and
uninterested.
Setting the Tone
Use Non-discriminatory Language
See slide on letter writing
Setting the Tone
Use Appropriate Emphasis and Subordination
Emphasis:
Smoking will no longer be permitted in the building. The committee
on employee health and safety reached this decision after
considering evidence from researchers and physicians on the
dangers of second-hand smoke.
Subordination:
The committee on employee health and safety has finished
considering evidence, and they have reached the decision that
smoking will no longer be permitted in the building.
Setting the Tone
Ideas placed in the first paragraph of a document or message
receive the most emphasis, followed by information placed in
the last paragraph.
You can subordinate an idea by placing it in middle paragraphs
of your message because these paragraphs receive the least
emphasis.