MEMORANDUM

• The word memorandum (memoranda in a

Latin word) means “something to
remember”. It is often shortened to “memo”.

• A type of business letter which is a very useful

means of disseminating information to the
employees without gathering them in an
assembly.
 • They are written messages
exchanged by employees in the
conduct of their work.

• Memos are often used to designate responsibility,

communicate the same material to many people,
inform people of policy and produce, confirm oral
agreements or decisions, and place specific
information on record.
Characteristics:

• It is formal.
• It is delivered or circulated by an employee of
the company.
• It is brief and concise .
• The arrangement of the parts, except the body
of the memorandum, is different from other
types of business letters.
TYPES OF MEMO
1.Internal memo
A communication between members of, or groups within,
a single department.

2.Interoffice memo
An internal communications between two or more
departments; similar to an internal memo,but with one or more
added departments

3.Office memo
Another name for an internal memo.
4.Business Memo
A formal correspondence between two parties within a
company.

5.Policy memo
A directive sent by the head of a department to all
employees communicating a change in company policy.
6.Operational Memo
Similar to a policy memo, an operational memo issues
a directive to all employees discussing a change in
operational procedure.

7.Memorandum of Agreement
An agreement between two parties decsribing a
working relationship. Unlike most memos, a memorandum
of agreement is a legal document.
Memo Cue Words Formatting
LINE UP CUE WORD CONTENT AT 1 inch ruler mark

TO: Recipient’s name (and, if desired, title)

FROM: Sender’s name (and, if desired, title)

DATE: Written out as month, day, year

SUBJECT: One-Line “Headline”

About Capitalization in
Formatting
• You can capitalize ONLY the first letter of the
MAIN/MAJOR words, if you know how to identify
these.

• Several of these memo examples show the cue

words and subject line in ALL caps. This avoids
the hassle of trying to identify main/major
words. Be aware that two styles exist.
Memo Cue Words Formatting Example # 1
Capitalizing only the first letter of
main/major words.
DATE: January 20, 2021

TO: Ray Charles, Marketing

Manager

FROM: Bruce King, Events Manager

SUBJECT: Conference Planning

 Memo Cue Words Formatting Example # 2
Cue words and subject line in ALL caps

DATE: January 22, 2021

TO: Ray Charles, Marketing Manager

FROM: Bruce King, Events Manager BK

SUBJECT: CONFERENCE PLANNING

Memos should have the following sections and content:

HEADER

The standard format

for a memo includes
TO:, FROM:, DATE:,
SUBJECT:.
OPENING - This states the purpose of the
memo. This should capture the interest of
the reader.
The following are examples of ways to begin a
memo:
1.I am writing to inform you…
2. In response to your request, I am writing to
provide you with recommendation…
3. The purpose of this memo is to…
4. With reference to…
5. I expect that you already know that…
6. Regarding your memo of 10 January…
7. At the last sales meeting, it was decided…
8. This memo provides information about…
BODY - This includes all the information that support
the ideas. Discuss the problem or issue as is done in
letters

1. I wish to inform you that…

2. I would be grateful if you could…
ARGUMENTS - This explains the importance or
relevance of facts. Include strong points and evidence to
persuade the reader to follow your recommended actions.
CLOSING - End your memo in a courteous manner.
Courteously requested a specific action and
indicate gratitude.

1. Could I please have your comments on this new company

handbook? Any suggestions you wish to make regarding the
amendments would be appreciated.
SIGNATURE - Sender may initial the memo either
beside the name appearing at the top of the page or
at the bottom of the memo.

ATTACHMENTS - Treat all the sections- reference

initials, enclosure notations, and copy notations as is
done in a letter.
 FIVE TIPS FOR EFFECTIVE BUSINESS MEMOS

1. Audience
Orientation
Always consider the audience
and their needs when preparing a
memo. An acronym or abbreviation
that is known to management may
not be known by all the employees of
the organization, and if the memo is
to be posted and distributed within
the organization, the goal is clear
and concise communication at all
levels with no ambiguity.
2. Professional, Formal
Tone

Memos are often

announcements, and the person
sending the memo speaks for a
part or all of the organization.
While it may contain a request
for feedback, the announcement
itself is linear, from the
organization to the employees.
3. Subject
Emphasis

The subject is normally

declared in the subject line and
should be clear and concise. If the
memo is announcing the
observance of a holiday, for
example, the specific holiday
should be named in the subject line
—for example, use “Thanksgiving
weekend schedule” rather than
“holiday observance.”
4. Direct Format

Some written business

communication allows for a choice
between direct and indirect
formats, but memorandums are
always direct. The purpose is
clearly announced.
5.
Objectivity

Memos are a place for just

the facts, and should have an
objective tone without personal
bias, preference, or interest on
display. Avoid subjectivity.
 A Notice of Meeting is a document used to notify
certain persons of a scheduled meeting. It is used to
provide formal announcement of an upcoming meeting to a
group of people.
Elements of a Meeting Notice
1.Name of the company or the internal department that
called the meeting
Right at the very top, write the name of the person or
company that sends the notices. This will help the reader to
identify if the notice is important or unimportant to him.

2.Title
Write the title “NOTICE” at the top. This helps draw
attention to the document. It is important that readers do not
get lost in a sea of information.
3. Date
Write the date on which the notice has been issued.
Since this is a formal document, date is an important aspect of
a notice since this will stay on record.

4. Subject
This should be clear on the purpose of the notice.

5.Body
This is the content of the communication. Make it brief
and to the point.
The Content
1.What
It tells what the notice is all about. The notice should
be clear about what is going to happen. This is the heart of
the message and should be written clearly.

2.Where
The venue or the location are important details, so
make sure to include this in the notice.
3.When
This is the time and the date of the meeting. The
duration of the event should also be mentioned to people so
they can schedule their time accordingly.

4.Who
It refers to the persons who will attend the meeting.
5. Writer’s Name
Write the name and designation of the notice-writer.
This has also to be signed by the same person to lend it
authority and validity.
Benefits of Meeting Notice
1.It saves a lot of time for the company employees.

The organizer of the meeting can inform all the

employees in the company about an upcoming meeting
which might be complicated and time consuming if he will
tell each employee and inform them about the meeting.
2.It serves as a personal invitation and reminder.

The possibility that some of the employees will be

missed and they will not be able to attend the meeting will
be avoided with meeting notices.
 Minutes, also known as minutes of meeting (MOM),
are the instant written record of meeting.

It typically describes the event of the meeting and may

include a list of attendees, a statement of the issues
considered by the participants, and related responses or
decisions for the issues.
 Steps in Writing Minutes of Meeting

1.Know the agenda of the meeting.

The agenda will serve as your outline for the meeting

minutes. Keep the minutes’ headings consistent with the
agenda topics for continuity.
2. Follow a Template From Former Minutes Taken
If you are new in writing minutes, ask to see the past
meeting minutes so that you can maintain the same format.

Generally, the format of the meeting minutes is :

Language Department
Quezon City University
Meeting Minutes
Date: January 25, 2021
Time: 10:00 am to 12:30 pm
3. Record Attendance
The Secretary is the person responsible for taking the
meeting minutes. In organizational meetings, the minutes
taker may be an assistant to a manager or CEO.

4. What to include in the Minutes

Summarize only the relevant points of the discussion
along with any decisions made. After the meeting, review
your notes, make sure to edit out any circular or repetitive
arguments, and only leave the relevant points made.
5. Maintain a Neutral Tone
Minutes are a legal document. They are used to
establish an organization’s historical record of activity. It is
essential to maintain an even, professional tone. Never put
inflammatory language in the minutes, even if the language
of the meeting becomes heated. Record the gist of the
discussion objectively.
7. Distribute Broadly
Once approved, email minutes to the full board — not
just the attendees — for review. Your minutes will help keep
those who were absent apprised of important actions and
decisions.
8. File Meticulously
Since minutes are a legal document, take care when
filing them. Make sure the file name of the document is
consistent with the file names of previously filed minutes.
Occasionally, members of the organization may want to
review past minutes. Know where the minutes are filed.