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2. WHAT IS A MEMORANDUM
• Memorandum is the Latin word for
“something to be remembered”
• Memos are brief in-house
correspondence sent up and down the
corporate ladder
• They can be on paper or sent through
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e-mail

3. Memos are written messages sent among people
working in the same company. Memos can be
written for a number of reasons :
Inform staff about decisions/actions/events.
Request information / action /events.
Remind staff of action
needed/procedures/changes in policy.
Provide information on work related topics.
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4. CONTENT
 Memos generally deal with only one
subject.
 For two unrelated subjects, write two
different memos.
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5. CONSTRUCTING MEMOS
What is the Reason for Writing?
Who is your Audience?
Can be low-tech, high-tech or multiple
Better to provide a parenthetical
definition with terms.
What response do you expect from your
Audience?
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6. LANGUAGE
The language you use in your memo
will mainly depend on
your position,
the position of the reader
the subject matter.
The general rule is to “keep it short
and simple”. 6

7. STYLE & TONE
• controlled by the audience within
your company
– Casual tone
• When writing to a co-worker whom you
know well
– Formal tone
• When writing to a manager
Remember that your employer and co-workers
deserve the same clear and concise writing 7
that your customers do

8. WRITING DATES IN MEMOS
Date – In official memos ,write
full date while in unofficial memo, it
is acceptable to use short forms
e. g. Official : 7 March 2009
Unofficial : 7-3-2009
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9. Heading
ORGANIZATIONAL MARKERS
• Headings
Bulleted
List – Organize your work and make information
easy for readers to follow
• Numbered or bulleted lists
– Help readers see comparisons and
contrasts readily
Underlining
• Underlining or boldfacing
– Emphasizes key points. Do not overuse
this technique; draw attention only to
main points and those that contain
summaries or draw conclusions 9

10. MEMO FORMAT
• Some companies use a standard form
while others have their memo printed
on their letterheads
• The memo may be on a half sheet or a
full sheet
• Basically, the memo consists of two
parts
– The identifying information at the top
– The message itself
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11. MEMO FORMAT
If your memo is going to more than one
TO: reader, make sure you list them in the order
of their status in your company
Write your name (and job title, if necessary
FROM: for the reader.) You may write your initials
after your typed name to verify the memo
comes from you
DATE: Give the full calendar date
SUBJECT: This serves as the title line of your memo.11
Summarize your message/purpose precisely

12. MEMO WIZARDS & TEMPLATES
• MS word provides three different
templates
– Elegant
– Professional
– Contemporary
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13. FIVE PARTS OF A MEMO
To:
From:
Date:
Re:
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14. PART ONE : TO
To: Mrs. Sharon Jones, Supervisor
From:
Date:
Re:
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15. PART TWO: FROM
To:
From: Dianna Moreno, Bookkeeper DM
Date:
Re:
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16. PART THREE: DATE
To:
From:
Date: March 2, 2007
Re:
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17. PART FOUR: SUBJECT
To:
From:
Date:
Re: Acceptance of Retirement Party
Invitation
Subject= Focus + Topic
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18. PART FIVE: INTRO + DISCUSSION
To: Mrs. Jones, Supervisor
From: Dianna Moreno, Bookkeeper DM
Date: March 2, 2007
Re: Acceptance of Retirement Party
Invitation
My husband and I will be able to attend Mr. Tran’s
retirement party on April 21. We will bring potato
salad.
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19. PART SIX: CONCLUSION
To: Mrs. Jones, Supervisor
From: Dianna Moreno, Bookkeeper DM
Date: March 2, 2007
Re: Retirement Party
My husband and I will be able to attend Mr. Tran’s
retirement party on April 21. We will bring potato
salad.
Call me if you have questions: (714) 555-7355.
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