THE STRUCTURE AND FORMAT
OF
MEMORANDUM AND OFFICIAL NOTE
Prepared by
RENNY. M. P.
INTRODUCTION
Communication is vital to our existence in civilized society.
Organizations exist through communication.
Two forms of communication:
oral
written
Communication plays an indispensable and significant
role in organization.
Memoranda are the letters written inside the organization.
Forms part of inter- and intra-departmental correspondence
Etiology
“memorandum” is derived from the Latin word “memorare
changed to “memorandus”(=notable).
Literally means to provide information.
Definition
Internal communication between
executives & subordinates
officers of the same level.
“A written statement that provides information about a
particular matter by a person or a committee to other people
“Brief official note circulated to one or more than one
person, depending on the nature of information to be
circulated“.
THE PURPOSE OF MEMOS
DIFFERENCE BETWEEN MEMOS AND LETTERS
Basic purpose of a memo & letter is to inform, make requests,
to put on record, to report and invite suggestions, etc.
Variances is in the nature of the tone as well as the style.
LETTER MEMO
More formal More conversational
Not varied much according to the Varied according to the relationship
relationship shared between the sender and the
receiver
Title or prefixes are used Names of people are used
A solution or a complimentary close Does not have a solution or a
is present complimentary close
DIFFERENT COMPONENTS OF A MEMO
1.HEADING.
Some larger companies exhibit their name, department,
plant, location, territory, store number, and so on.
Includes reference to the sender and receiver.
Official designation is used to address and to indicate
addresser.
2. REFERENCE.
Reference number for a memo.
Helps in filing and recording of documents
Cross – referencing becomes easy.
3. DATE.
Full dates are important for future reference.
prevents errors of miscommunication that might crop up.
4. SUBJECT.
brief and should be able to communicate the basic
intent of the message.
prepares the reader for what is to follow.
should be a “sentential shorthand”
e.g. : ‘Purchase of Computers'.
5. MESSAGE
direct and brief and is phrased in short and simple sentences.
The main body of memo includes the following:
Introduction: It means background information.
+ briefly give the reason for writing
+ refer to previous communication
+ who? What? Where? When?
Details : Here is the presentation of the facts and figures.
+ logical sequence
+ separate into paragraphs–each one dealing with a separate
aspect of the main theme
Response : This is an action statement.
+ action you want the reader to take
+ action you will take
+deadline?
Close : A relevant one-liner.
6. SIGNATURE OR INITIALLING THE MEMO.
Signed or initialed on the procedure adopted within
individual organizations.
THE FORMAT OF A MEMO
GLOBAL ENTERPRISES
Kaul Lumpur
MEMORANDUM
To Frank Gates, Branch Manager, Leeds
From Derek Hall, Managing Director
Ref MO/ST/563/45
Date November 15, 2008
SUBJECT : Request for cost information concerning meeting at
Timber Creek Lodge
As we discussed earlier in my office today, please get the necessary
information for conducting our annual sales meeting at the Timber Creek
Lodge, Timber Creek village, Bangalore. Our meeting will begin on
Monday, December 24; so we should arrange to arrive on the 23rd. We will
leave after a morning session December 27.
Specifically, I want the following information :
1. Travel costs for all 45 participants, including
a) air travel to Denver and
b) ground travel between the airport and the Lodge.
I have listed the names and home stations of the 45 participants on
the
attached sheet.
2. Room and board costs for the five day period, including cost with and
without dinner and the Lodge.
3. Costs for the recreational facilities in the Lodge.
4. Costs for the meeting rooms and meeting equipment (projectors,
lectures, etc.). We shall need a room large enough to accommodate
our
45 participants.
If you need additional information, please call me. I would like to have
the information by November 30, if possible.
TYPES OF MEMO
Different types based on the nature of content they have.
TIPS ON WRITING A MEMO
Dr. Joan Mimmuiger says there are two phases for a memo:
Phase 1 - The exploratory phase
Put down everything you want to say about the subject
Use personal pronouns
Don’t judge what you have written in this phase
Phase2- The crafting phase
Underline ever item that is vital to you reader
Jot down the purpose of the memo at the top of the page
Divide your underline items into separate categories
Write a heading for each category
Determine the order of importance of each category to
the reader & number them
Use ‘you’& your instead “everyone is requested”
Include a name –e.g. john, I will send….
Avoid being impolite- add please
Avoid over politeness- I should be very grateful
Avoid unnecessary expression –’thank you’
OFFICE NOTES
Office notes are used for horizontal communication.
Between Departments or between officers of almost equa
rank
Office notes usually follow the memo format.
REFERENCE BOOKS
“Business Communication”, Lesikar & pettit, Sixth
edition, 2005.
“Business Communication”, Varindar Kumar.
“Business Communication”, R.C. Bhattia.
Thank you
