MEMORANDUM 3.

Periodic Report Memo - Periodic report memos –

monthly cost control reports, quarterly sales reports –
What is a Memorandum?
are submitted at regular intervals. Since these memos are
● A memo or memorandum is a written document written frequently, they are designed and preprinted so
businesses use to communicate an announcement or that the writer can complete them quickly.
notification.
4. Ideas and Suggestion Memo - Sometimes memos are
● It is a written report that is prepared for a person or used to convey ideas or suggestions. Very often managers
committee in order to provide them with information ask subordinates for suggestions for tackling certain
about a particular matter. problems. In such instances, an ideas and suggestions
memo are required.
● Memos have no salutation line and no signature area
at the end. 5. Informal Study Memo - Organizational personnel are
sometimes asked to write the results of an informal study
● Memorandums are usually referred to as memos. in a memo. The objective of the message is to present the
information in an easy-to-read, understandable form. An
informal study memo is a short, casual memo used to
Purpose of Memorandum share information or findings—often from a simple study,
A person writes a memo with some purposes in mind. It observation, or quick research—within an organization
is used: or group, especially for internal use.

• To inform.

• To inquire. If you want to ask for information or make What is the Importance of Memorandum?
a polite request. It is used to communicate something of
• One can use it to report. immediate importance to people within a business or
organization. It is very important to have an efficient way
• To give suggestions. of communication, which is used to keep employees
informed on the latest happenings or to bring attention
• To remind.
and solve problems.
• One can use it to instruct.

• One can promote goodwill using a memo. Promoting

Parts of Memorandum
goodwill through a memo means creating a positive
tone, encouraging teamwork, recognizing effort, or There are usually three main parts to a memo:
showing appreciation. It’s all about strengthening
relationships in the workplace. 1) The Heading

• To communicate the ideas. It contains the name of the organization and “To” and
“From” sections. Make sure you address the reader by
this or her correct name and job title. This part also
includes the date and the subject of the memo.
Types of Memorandums
Memo Heading
1. Request Memo - The objective of these types of
memos is to gain a favorable response to a request. A The formal memorandum uses a special heading,
request memo should use persuasive language because sometimes preprinted on stationery. Typically, words in
the end goal is to convince others. the memo heading are keyed in ALL CAPS, bold, followed
by a colon, and double spaced as follows:
2. Confirmation Memo - These memos are used to
confirm in writing something that has been agreed to TO: (Reader’s name)
verbally.
FROM: (Author’s name)
DATE: (Complete and current date) 8. Suggest the actions that the reader should take.

SUBJECT: (What the memo is about) 9. Close the memo with a positive and warm summary.

2) The Message ■ Use a standard font style and font size i.e. Times New
Roman/Arial and 12-point font.
The message: Message is the main body of a memo. The
message contains the following matters: ■ Single Space within paragraphs and double space
between paragraphs.
a. Introduction: The message represents the main idea in
the first paragraph. It is called the background of the ■ All parts of the memo begin at the left margin, including
information. paragraphs. (Block Style Format)

b. Details: In the second paragraph you should write

details about information to support the introduction. It
Keying Formal Memos
should be logical and separate into the paragraph.
■ The memo heading should be keyed in all capital
C. Response: It is called the action statement. In this
letters, bold, and followed by a colon.
paragraph, you should state the action you want to
reader to take, Action you will take, Action that you are ■ Use the tab key to align information following the
requested to take, Deadline etc. memo heading.

■ When keying the body, single space within paragraphs

and double between paragraphs.
3) The Typist Initials

The typist's initials are one of the last elements of the

business letter. They include the initials of the letter's EXAMPLE FORMAT
writer in all caps, followed by a slash mark or colon, and
then the initials of the typist in lower case. It is located at
the bottom left of the memo. MEMORANDUM

TO: [Name and Position of the Recipient]

Example of Memorandum FROM: [Your Name and Position]
DATE: [Today’s Date]
An example of a memorandum for an organization is SUBJECT: [Inquiry About [State the Topic Clearly]
when a boss writes out an official notice to employees
informing them of new policies. I hope this memo finds you well.

I would like to inquire about [briefly state what you're

asking about]. Specifically, I am interested in knowing
How to make a Memorandum? [be specific about what information you need].
1. Address the recipient appropriately. Please let me know if you need any further details
regarding this inquiry. I would appreciate it if you could
2. Write your name in the “from” line.
provide the information by [state a preferred date if
3. Include the date and subject. applicable].

4. Skip a formal salutation (a salutation is the greeting, or Thank you for your attention to this matter.
introductory phrase, that addresses the recipient).
Sincerely,
5. Introduce the problem or issue in the first paragraph. [Your Name]
[Your Position]
6. Give context for the issue at hand.
ABC/xy
7. Support your course of action in the discussion
(Initials of writer/typist)
segment.
 MINUTES OF THE MEETING Purpose of Business Letter

Importance 1. To establish business relationship

We need minutes of the meeting because they serve as 2. To make inquiry - can be used by any individual but
the official written record of everything that happened most of the time used in govt agencies, corporations,
during a meeting. Think of them as the memory of the orgs.
group or organization. Minutes keep everyone informed,
3. To make right decision - you should reply when
organized, and accountable.
received an email, in order for u to give decision, either
accept or reject

Purpose 4. To place orders - when you are purchasing, where u

need to make bidding or professional bus letters in order
To document the key details, discussions, decisions, and
for them to please offers. *Quotation letters*
actions that take place during a meeting. It serves as the
official record of what happened and provides a 5. To create good will - courtesy letter, in which where you
reference for follow-up, accountability, and future are asking for an interview and is granted where you are
decision-making. giving interview thanks letter.

- establishing a relationship

Approval - invitations/sponsorship letter, you’re asking a favor to

those ppl where you are soliciting solicitation (pera)
Because it makes the previous meeting's minutes:
- asking them to help to create good will.
1. Official and Accurate - Approving the minutes confirms
that the recorded summary of the last meeting is correct 6. To save time and cost - if you don't have appointment
and complete—just like saying, “Yes, this is what really ahead of time masasayang yung pamasahe and efforts
happened.” mo.

2. Legally Valid - In formal organizations (like boards, - to avoid setting appointment and providing answers
committees, or businesses), once minutes are approved, immediately.
they become part of the official records, which can be
7. To expand markets - connections, introduce to
used for audits, reports, or even legal purposes.
common circles
3. Clear and Transparent - It ensures everyone agrees on
8. To overcome misunderstanding.
what was discussed and decided before, avoiding
misunderstandings or disputes later. physical aspect:
4. A Basis for Follow-Up - Approved minutes help the a. using a good quality paper to show sincerity.
group track progress on previous decisions, action items,
and unfinished business. 9. To settle transactions

10. To keep records

BUSINESS LETTER

BUSINESS LETTER TERMINOLOGIES

→ transacting business 1. Professional Business Letter

→ not limited to having a transaction - make sure that every way in writing when composing a
business letter will be in a professional way. (formal lagi)
→ a type of communication that serves as a means of
communication in a written way for various purposes.

→ very formal
2. Business Correspondents - style: tn, arial, calibri

- specific person who will be receiving the business letter ** use times new roman
and there is a reason or specific corresponding content.
4. PUNCTUATION MARKS
- content not just appropriate but very formal
5. FORMAT OR LAYOUT
3. Official Letter
- visual organization of business letter
- for government agencies
6. INDENTATION AND SPACING

- writing essay: every first sentence is indented.

DIFFERENT TYPES OF BUSINESS LETTER
- business letter: depending on the format if it will be
1. Formal business letter indented.

- standard business letter that we are writing.

- mostly for legal purposes: need ipa notaryo 1. FULL BLOCK STYLE

- can be seen in contracts, proposal - standard way of writing

- at the same time official: signed by high raking - information

ppl in the company
- aligned on the left side
2. Informal business letter
- semi block because of the indentation (indented block
- laid back approach style)

- casual correspondent 2. SEMI-BLOCK STYLE

- but you have to make sure that you are not - first line of each paragraph is indented
using a casual tone of language.
- indented block style
- customer complaints
3. MODIFIED BLOCK STYLE

- first line of each paragraph is indented

OUTPUT RELATED DISCUSSION:
- other modified block style: modern and traditional style
GENERAL FORMATS
- nasa right yung heading
1. MARGIN
- modern because may logos na
- 1.5 x1 (for research) or 1x1 (standard business letter.)
- resignation letters
**use 1x1

2. BOND PAPER
HEADING OR LETTERHEAD
- plain papers
- organization
- A4 or 8.5 x 13 or Legal (government or public)

- 8.5 x 13 (private companies)

DATE
**use legal
- date of the writing
3. FONT FORMATTING
- it should be spelled in a full month ex: May 22, 2022
- size: 12
a. US
b. UK - modified block style - must be in one sentence.

** use US version AVOID: "I", only use this on resignation letters

INSIDE ADDRESS COMPLIMENTARY CLOSING

*infos that you need to know: two kinds of standards:

a. recipients name a. respectfully yours

• Di pwede kumuha internet b. sincerely yours

• Know the person whom you are going to write * Use the punctuation comma (,)
with
* Signature line: provide 2 spaces after the
- sino ang susulatan. complimentary close and must have the name +
signature
- name with the correct spelling, position and title of the
recipient. example:

ex: PRES. ENRIQUE G. BAKING (written in bold and JEM D. GAZA, CPA - (BOLD AND CAPITALIZED)
capital letter)
Auditor III
position SUC president III
*if you don't have a title wala kang ilalagay sa second line
b. company's name

- address with postal code

optional:
- no abbreviations
*Subject line and reference line

- placed one line below the inside address

SALUTATION
write as: Subject: or Re: ("regarding" or "in reference
- also called as greetings to.")

*two kinds: example: Subject: Audited Book for the Month

standard way is "Dear"

EX: Dear, Pres. Baking:

BODY

a. introduction

- company or yourself (max of 2 sentences)

b. body

- content of letter

c. closing

- thank you for accepting this message hoping for an

immediate return.