MEMORANDUM
Ms. S. Bennett
What is a memorandum?
A memorandum is a brief document frequently used to convey information about routine matters in the
world of work. It should be concise, clear and accurate. The tone should be business-like and respectful,
not hostile or threatening
Purposes of a Memorandum
◦ Some major functions of a memorandum are to:
• Explain policies
• Collect information
• Makes a request
• Call a meeting
• Provide suggestion or recommendations
• Discuss procedures
• Set an agenda
• Clarify or summarise an issue
• Circulate minutes of a meeting
Memo Structure
To
From
Subject Summary
Date RSVP
Heading Body Conclusion
Introduction
Supporting Points
Conclusion
Memorandum Format/Structure
◦ TO:
◦ FROM:
◦ DATE:
◦ SUBJECT:
◦ I'm writing to inform you that [reason for writing memo].
◦ As our company continues to grow … [evidence or reason to support your opening paragraph].
◦ Please let me know if you have any questions. In the meantime, I'd appreciate your cooperation as [official business information] takes
place.
Memo Structure
◦ A memorandum has three sections: the introduction, the body and the conclusion.
◦
Introduction:
◦ Informs the reader about the purpose of the memo-to request, inform, to delegate etc.
◦ Provides background information, if necessary.
◦ Refers to the subject of the memo.
◦
Body:
◦ Gives details of information, request, problem or procedure. Provides date, time and location.
◦
Conclusion:
◦ Asks the reader to respond by a specific date. Offers suggestions or recommendations. Asks readers if
clarification is needed. Ends on a courteous note. Expresses appreciation, if relevant.
◦
Header:
◦ In your header, you'll want to clearly label your content "Memorandum" so your readers know exactly they're receiving. Then,
you'll want to include "TO", "FROM", "DATE", and "SUBJECT". This information is relevant for providing content, like who
you're addressing, and why.
Paragraph 1
◦ In the first paragraph, you'll want to quickly and clearly state the purpose of your memo. You might begin your sentence with
the phrase, "I'm writing to inform you … " or "I'm writing to request ... ". A memo is meant to be short, clear, and to-the-point.
You'll want to deliver your most critical information upfront, and then use subsequent paragraphs as opportunities to dive into
more detail.
Paragraph 2
◦ In the second paragraph, you'll want to provide context or supporting evidence. For instance, let's say your memo is informing
the company of an internal re-organization. If this is the case, paragraph two should say something like, "As our company
continues to grow, we've decided it makes more sense to separate our video production team from our content team. This way,
those teams can focus more on their individual goals."
Paragraph Three:
◦ In the third paragraph, you'll want to include your specific request of each employee -- if you're planning a team outing, this is
the space you'd include, "Please RSVP with dietary restrictions," or "Please email me with questions."
◦ On the contrary, if you're informing staff of upcoming construction to the building, you might say, "I'd appreciate your
cooperation during this time." Even if there isn't any specific action you expect from employees, it's helpful to include how
you hope they'll handle the news and whether you expect them to do something in response to the memo.
Question
1. You are an administrative assistant. You want to tell 10 people about an upcoming computer training
seminar. You are attaching a brochure about the seminar from the presenter, but you also need to inform
them of the following:
• what the training is for .
• who the presenter is, including a brief statement about his/her background
• where the training will be held, including the date and time
• whether or not parking is available
• whether or not lunch and/or any refreshments will be served
