MEMORANDUM

Introduction A memorandum (memo): A written message which is exchanged between employees of the same organisation. Can be written to peers, subordinates or even superiors; to an individual or a number of people. Vital link between and among employees in an organisation Provides a formal record for future reference

Differences between a Memorandum and a Business Letter is intended for people within the same organisation has simpler, more direct layout is written with a less formal and more friendly tone is written to people outside the organisation has more components is written in a formal tone

Functions of a Memorandum Generally, memorandum is used to: provide information seek information give instructions request cooperation or actions

Language and Tone of a Memorandum When writing a memorandum, remember the following principles: Principle # 1 Use short sentences, if possible Principle # 2 Be precise and brief Principle # 3 Use a friendly tone Principle # 4 Use simple language

Parts of a Memorandum A. Letterhead - Generally consists of the company’s name, logo, address and contact numbers or merely company’s name and logo. - Optional as everyone in the company knows it already. - e.g: JAYA MAJU SDN BHD 13A, Jalan 1/3, Taman Setia 43300 Seri Kembangan Selangor Tel: 03-8944 6666 Fax: 03-8944 6677 MEMORANDUM Date: To: From: Subject:

Parts of a Memorandum B. Headings - When using a plain paper or letterhead, always include a heading MEMORANDUM or MEMO or INTEROFFICE MEMO (all in capital as shown) at the top of the page or aligned with the left margin. - Also, include the following basic elements of a memorandum: Date: - the date on which the memorandum is distributed - Spell out the full date. E.g- 12 December 2005 To: - The person(s) to whom it is addressed - Include the designation too - Usually no courtesy title (i.e. Ms, Mr, Madam) is needed before the receiver’s name, but as always there are exceptions. To show greater difference to a superior, you may include a courtesy title. From: - Name of the writer, followed by his/her designation - You may find handwritten initials which replace the signature here. - Do not include a courtesy title before the writer’s name Subject: - A concise and specific phrase that identifies the memorandum’s topic. or Re: - You will sometimes see “Re:” used instead of “Subject”. It is an abbreviation for the word regarding.

Parts of a Memorandum Example of Memo on Plain Paper: Based on the example above, the four basic elements of a memorandum can be arranged in almost any order. Apart from the four basic elements, you may find “Ref:” for filing purpose. It is an abbreviation for the word Reference. “Cc:” which means copy (or copies) circulated may appear too. Both “Ref:” and “Cc:” can be placed, together with the basic elements, on top of a memorandum or at the bottom of a memorandum. INTER-OFFICE MEMO To: Date: From: Re:

Parts of a Memorandum C. Message - The body of the memorandum and should be written in paragraphs. - cover one subject only in a memorandum unless the two issues are closely related. Use separate memorandum to discuss two different issues. - Organise your message according to the following framework: Begin with an opening paragraph – A brief introduction giving the most important information such as the purpose. Go on with discussion paragraphs – These paragraphs provide information the reader is expecting. Remember to discuss one subject at a time. End with a proper closing – The final paragraph should provide a courteous closing that states what action you want your reader to take.

Parts of a Memorandum D. Enclosure - If you have an attachment, be sure to refer to it in your memorandum and add a notation “Enc” below your closing.

Guidelines for Writing an Effective Memorandum Look at the checklist for MEMO on page 47 of your Module.

EXERCISE: MEMORANDUM Based on the situation given, write a memo on your own. Your memo should be written based on either purposes below, which is to; - give instructions or; - request cooperation or actions You should submit your memo right after the mid-term break.

SITUATION As the Head of Department of your faculty, you are asked to organise The English Camp by the Dean, which is to be carried out in a few months. You have to come out with various activities in order to fill up the camp schedule. Since you have five other committee members who will be working with you, you have decided to gather them in a meeting and lead a discussion on that matter. Write a memo to your members. The meeting will be held on April 28, 2014.