Memorandum
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"Memoranda" redirects here. For the open source personal information manager software, see Memoranda (software).
For the documentary of the same name, see Memorandum (film). For the record label, see Memorandum Recordings.
A memorandum (abbrev.: memo) was from the Latin verbal phrase memorandum est, the gerundive form of the verb memoro, "to mention, call to mind, recount, relate",[1] which means "It must be remembered (that)...". It is therefore a note, document or other communication that helps the memory by recording events or observations on a topic, such as may be used in a business office. The plural form of the Latin noun memorandum so derived is properly memoranda, but if the word is deemed to have become a word of the English language, the plural memorandums, abbreviated to memos, may be used. (See also Agenda, Corrigenda, Addenda)
A memorandum may have any format, or it may have a format specific to an office or institution. In law specifically, a memorandum is a record of the terms of a transaction or contract, such as a policy memo, memorandum of understanding, memorandum of agreement, or memorandum of association. Alternative formats include memos, briefing notes, reports, letters or binders. They could be one page long or many. If the user is a cabinet minister or a senior executive, the format might be rigidly defined and limited to one or two pages. If the user is a colleague, the format is usually much more flexible. At its most basic level, a memorandum can be a handwritten note to one's supervisor.
Dean Acheson famously quipped that "A memorandum is not written to inform the reader but to protect the writer". Charles Peters wrote that "bureaucrats write memoranda both because they appear to be busy when they are writing and because the memos, once written, immediately become proof that they were busy."[2
Almost all companies have a conventional heading that signals an internal memo. "Memorandum" (or "Memo") usually appears in bold letters either left- or center-justified at the top of the page. Other important information that appears at the top of page one includes:
Format of a memorandum report
Date:
Subject: (or Re:)
To:
From:
It should be noted that most word processors like Microsoft Word provide some nice templates for memo layout should you be looking for one.If this is a memo designed to communicate the findings of some project or investigation assigned to the author, then the structure of the memo typically progresses as follows:
Introduction (or Background)
Two or three sentences that orient your reader about why your are writing to him or her. Your boss may not remember why he or she assigned you this project. In this section, refresh your boss's memory. This should not be an editorial (for example, don't include philosophy about how important this issue is to your company--your readers already know that). Rather, the Introduction should inform the reader about specific background info regarding the project you are writing about (for example, who, what, when, where, why). In most analytical memos, your tone should be unemotional and objective.Avoid putting your conclusions or key points in this section--those things go in the next section.
Key Points
This section may also be labeled "Recommendations", "Highlights", "Summary", "Conclusions", or something else with a similar summative tone. This is where you place your key points for that busy executive that only has three minutes on the subway.Key points are usually best communicated by listing them as single sentences or phrases (like we have done here). Avoid big blocks of narrative text--most busy readers have difficulties navigating large, wordy paragraphs.
Limit your key points to three or less.
In an analytical memo your three key points might consist of:
- Major strengths or weaknesses that you'd like to highlight.
- Opportunities for improvement.
- At least one recommendation for action.
Analysis
Data, Method, Assumptions. Before you engage in any analysis you need to tell your reader some things:- Data. What data will you be using? How and where did you obtain it?
- Method. What methods will you be using to analyze your data?
- Assumptions. Are there some key assumptions that you will be making during your analysis?
Specific Analysis. This section may also be labeled "Findings", "Details", "Results", or something else that signifies that this is where you provide the details of your analysis. This is for the reader that needs more specific information than the summary info presented in the key points listed above. A useful rule about the analysis section: It should be easy for the reader to clearly link the portions of your Analysis section with each point listed in the Key Points section above.
Positioning the Analysis Section. If there is room, begin your analysis section on the bottom of page one. If your analysis is fairly lengthy, consider using subheadings that divide your analysis into logical pieces. Notice that we have done this here by using bold-face phrases to signal the general content of each paragraph.
Use of Boldface for Headings and Subheadings. Just like we are doing here, use boldface and different size fonts to highlight section headings and subheadings. Today's word processing software makes it easy for the writer to use different font sizes and headings to guide the reader's eye through the report.
Paragraph Size. Avoid big blocks of narrative text. Large paragraphs are impossible to read quickly. Better to break up your thoughts into smaller size chunks. Augment them with boldfaced subheadings--just like we are doing here.
Use of Data. Most analytical reports require the incorporation of data in order to be convincing. Data provide a sense of objectivity and encourage "managing by fact". Data are usually expressed in either tables or graphs. They can be placed inside the analysis section (increasingly popular as word processors facilitate cut-and-paste) or at the end of the report as attachments. In either case, all tables and graphs should have a title and numerical reference (e.g., Table 2: Cost Data; Figure III: Sales Projections), and your analysis should make specific reference to each table or graph you have included in your report (e.g., "see Table 2"). Attaching the raw data used in your analysis is usually a good idea.
Limitations. What are the limitations of your analysis and findings? For example, the data that you use may be incomplete or suspect--you may need to note that to your reader. Indeed, a "Limitations" or similar section may be a chance to impose your superior grasp of the context that frames your project. Your reader will appreciate this.
What Not to Include. Never incorporate data that is not specifically referenced in your analysis. Do not end the memo with your conclusions! They should be stated in list form on Page One.
Memorandum
=Memorandum Issuing Directives
October 31st, 2010 |
Published in
Memorandum
A memorandum or letter that aims to issue a directive
should be written in a professional, simple, yet courteous manner. The
directives contained in the letter/memorandum should be clear and
precise. Whether it’s in letter or memorandum format, the correspondence
should clearly state the subject matter. Bullets may be used to
highlight key points.
A ranking officer issuing the directives need not discuss so many
details in the letter. It may be good, though, to clearly indicate any
foreseen problem and how it may be solved. A memo or letter issuing
directives specifically states how you expect the reader to proceed in
order to accomplish certain tasks.
A memorandum or email message may suffice for subordinates coordinating with each other to carry out tasks as part of an activity, or to get updates on routine tasks or assignments.
Here is a memorandum issuing directives, citing specific tasks that need to be undertaken:
DATE : 18 June 2010
TO : Mr. Lim Meng Wee
FROM : Mr. Victor Wong
SUBJECT : FIABCI World Congress
=====================================================================
The FIABCI (Federacion Internationale Administrateurs de Bien Conselis Immobilieres) is staging the FIABCI World Congress on July 19-23, 2010 in Beijing, China. Kindly inform every member of the sales force to mark the date, since we have signed up as one of the participating firms. I would appreciate it if you would encourage everyone to go, and provide me with the names of those who will be attending no later than the 30th of June. We will, of course, pay the entrance fees for all those attending.
In connection with said event, please handle the following:
• Set up reception table with brochures at the Congress venue
• Coordinate with advertising agency and reserve for advertising space in two major daily newspapers; include an advertorial about our company participation at the National Advertising Congress
• Order new banners and pop-up displays for the aforementioned event
If you have any questions, please don’t hesitate to call me up or bring it up at the next management meeting
Thank you for your prompt attention to this matter.
A memorandum or email message may suffice for subordinates coordinating with each other to carry out tasks as part of an activity, or to get updates on routine tasks or assignments.
Here is a memorandum issuing directives, citing specific tasks that need to be undertaken:
Sample Letter
Memorandum on Sales Department’s Participation at FIABCI World CongressDATE : 18 June 2010
TO : Mr. Lim Meng Wee
FROM : Mr. Victor Wong
SUBJECT : FIABCI World Congress
=====================================================================
The FIABCI (Federacion Internationale Administrateurs de Bien Conselis Immobilieres) is staging the FIABCI World Congress on July 19-23, 2010 in Beijing, China. Kindly inform every member of the sales force to mark the date, since we have signed up as one of the participating firms. I would appreciate it if you would encourage everyone to go, and provide me with the names of those who will be attending no later than the 30th of June. We will, of course, pay the entrance fees for all those attending.
In connection with said event, please handle the following:
• Set up reception table with brochures at the Congress venue
• Coordinate with advertising agency and reserve for advertising space in two major daily newspapers; include an advertorial about our company participation at the National Advertising Congress
• Order new banners and pop-up displays for the aforementioned event
If you have any questions, please don’t hesitate to call me up or bring it up at the next management meeting
Thank you for your prompt attention to this matter.
A letter from a company officer giving advice to a staff member
is usually written when the officer sees that a particular employee
needs more guidance from their superiors in the performance of their
duties. It can either offer corrective advice to staff members doing a
certain task or give suggestions on how a particular job can be
performed in a better manner. The most important thing to remember about
this type of letter is that its ultimate intention is to help the
employee improve their work performance, not to scold them or take them
to task for perceived shortcomings.
The essential elements of this type of letter are the identification
of the particular duty or task that needs improvement and the advice
being given by the letter writer. It can begin with the writer assuring
the employee that they are generally satisfied with their performance,
and then continue by saying that however, they have noticed the
following areas that could use some improvement. The rest of the letter
then gives their advice on how to effect the improvements. The tone of
the letter should be professional but not too formal, as the writer does
not want to make the employee feel bad.
Below is a sample of a letter in which a supervisor gives advice to an employee.
Nelson and Sons
Washington, D.C.
email@server.org
www.address.org
Janet Andrews
Logistics Department
Dear Ms. Andrews,
Greetings!
To begin, we would like to stress that in general we are satisfied with your performance in fulfilling your duties in the workplace. However, in the interest of making workflow in the office more efficient, we would like to offer to you the following advice.
We have noticed that when you are working, you place your pens and pencils too far to the right of your desk, such that you have to move your chair whenever you have to get a writing instrument. Perhaps you could save some time and work more efficiently by rearranging your desk such that the things you need at hand will be easier to reach.
We hope that you understand that this letter does not represent a reprimand in any way, nor is it a criticism of you, but is merely offered both for your benefit and that of the office.
Respectfully yours,
Randolph Stafford
Personnel Manager, Nelson and Sons
Below is a sample of a letter in which a supervisor gives advice to an employee.
Sample Letter
April 10, 2010Nelson and Sons
Washington, D.C.
email@server.org
www.address.org
Janet Andrews
Logistics Department
Dear Ms. Andrews,
Greetings!
To begin, we would like to stress that in general we are satisfied with your performance in fulfilling your duties in the workplace. However, in the interest of making workflow in the office more efficient, we would like to offer to you the following advice.
We have noticed that when you are working, you place your pens and pencils too far to the right of your desk, such that you have to move your chair whenever you have to get a writing instrument. Perhaps you could save some time and work more efficiently by rearranging your desk such that the things you need at hand will be easier to reach.
We hope that you understand that this letter does not represent a reprimand in any way, nor is it a criticism of you, but is merely offered both for your benefit and that of the office.
Respectfully yours,
Randolph Stafford
Personnel Manager, Nelson and Sons
Policy Change Memorandum Letter
July 4th, 2010 |
Published in
Memorandum
Dynamic businesses will revisit and review its objectives to
foster continuous improvement, thus greatly impacting efficiency of the
employee’s jobs and clarity of job roles. These inner workings are
reflected in the company’s policies and procedures, which serve as the backbone of the organization, in order to maintain internal standards and quality.
Changes to policies are periodically made to achieve a positive impact on the workforce, and more specifically, curb company expenses. Change, a constant factor in the business world, must be communicated to those who are impacted by it. More often than not, this is communicated through meetings or through a memo, and in this electronic age, this usually translates into e-mail communication.
This short article lists general guidelines on how to communicate a change in policy to employees. The same is the limitation on this article, in that this does not cover how to communicate the change in policy to its external stakeholders.
Guideline #1: Minor changes in a company policy may be communicated in an e-mail, addressed to those directly affected by the change. The information may be cascaded to the downline/departments/teams through a regular meeting. A memorandum is the most common means of communicating such information.
Guideline #2: Major changes to a company policy must be communicated to the majority of the company through a widespread form of announcement such as an e-mail blast, a town hall meeting or a general assembly. Again, a memorandum is the most common means of communicating such information.
Guideline #3: Always state the section and the content of the policy being changed vis-à-vis the modification or the modified version of the document. For this guideline, it will be helpful to provide visual aids, such as a slide presentation or handouts.
Guideline #4: Allow ample time for the information to be spread prior to setting a date for implementation.
Social responsibility is part of the mission vision of Company X, and this is one way to enjoin all our employees in our promotion of a paperless environment, thus giving back to society.
All paper forms being previously used shall be collected by all Supervisors and Managers for recycling and disposal.
Changes to policies are periodically made to achieve a positive impact on the workforce, and more specifically, curb company expenses. Change, a constant factor in the business world, must be communicated to those who are impacted by it. More often than not, this is communicated through meetings or through a memo, and in this electronic age, this usually translates into e-mail communication.
This short article lists general guidelines on how to communicate a change in policy to employees. The same is the limitation on this article, in that this does not cover how to communicate the change in policy to its external stakeholders.
Guideline #1: Minor changes in a company policy may be communicated in an e-mail, addressed to those directly affected by the change. The information may be cascaded to the downline/departments/teams through a regular meeting. A memorandum is the most common means of communicating such information.
Guideline #2: Major changes to a company policy must be communicated to the majority of the company through a widespread form of announcement such as an e-mail blast, a town hall meeting or a general assembly. Again, a memorandum is the most common means of communicating such information.
Guideline #3: Always state the section and the content of the policy being changed vis-à-vis the modification or the modified version of the document. For this guideline, it will be helpful to provide visual aids, such as a slide presentation or handouts.
Guideline #4: Allow ample time for the information to be spread prior to setting a date for implementation.
Sample Memorandum (Minor Policy Change)
Please be informed that effective 1 July 2010, all vacation leaves
and sick leaves must be filed through the company intranet site.Social responsibility is part of the mission vision of Company X, and this is one way to enjoin all our employees in our promotion of a paperless environment, thus giving back to society.
All paper forms being previously used shall be collected by all Supervisors and Managers for recycling and disposal.
Company Name Change Memorandum Letter
July 3rd, 2010 |
Published in
Memorandum
A change in company name equals to a change in
identity. Like any major or minor change in the company that directly
or indirectly affects all its employees, this must be communicated
efficiently and immediately. A change in company name would definitely
qualify under major news, so the announcement must be widespread in
order to ensure the awareness of all employees. Communication vehicles
such as meetings, printed materials, events, and correspondence may be
used for this purpose.
There are a few things that need to be considered in composing this
particular business announcement. First, always provide a brief summary
of the cause of change of name. Second, provide the effective date of
the said change. Third, provide means of support should there be any
questions. Finally, reassure employees that a change as major as this
will not affect their employment negatively. The last thing we want is
for our employees to start panicking over a change in company name.
Below is a sample memorandum, which serves as the primary announcement for the change in company name.
Fr: The Executive Director
Re: Company X Branding
Many of you have been involved in our most recent campaign to create a new, fresh, and modern logo for our organization that reflects the direction that we are taking in the next 10 years. We are looking forward to taking this giant leap with you as we venture forward into the future of Company X!
As part of the new direction that the company is taking, we are also bidding farewell to our previous company name, Company X. We have launched several successful and ground breaking projects as Company X, but alongside our effort to move forward is to move away from our traditional brand, and giving way to the modern and innovative products of Company Y!
Effective 01 July 2010, we shall transition to the name “Company Y”. You will be briefed by Human Resources and your immediate superiors as to the department-level changes that need to be immediately implemented.
Also, all employees are invited to join the launch of Company Y on at . Let us join hands and be together as we move forward to our company’s success!
Below is a sample memorandum, which serves as the primary announcement for the change in company name.
Sample Memorandum
To: All EmployeesFr: The Executive Director
Re: Company X Branding
Many of you have been involved in our most recent campaign to create a new, fresh, and modern logo for our organization that reflects the direction that we are taking in the next 10 years. We are looking forward to taking this giant leap with you as we venture forward into the future of Company X!
As part of the new direction that the company is taking, we are also bidding farewell to our previous company name, Company X. We have launched several successful and ground breaking projects as Company X, but alongside our effort to move forward is to move away from our traditional brand, and giving way to the modern and innovative products of Company Y!
Effective 01 July 2010, we shall transition to the name “Company Y”. You will be briefed by Human Resources and your immediate superiors as to the department-level changes that need to be immediately implemented.
Also, all employees are invited to join the launch of Company Y on at . Let us join hands and be together as we move forward to our company’s success!
Office Memo – Submission of List Needed Faculty
November 7th, 2009 |
Published in
Memorandum
SUBMISSION OF LIST OF NEEDED FACULTY
FOR FIRST SEMESTER, AY 2001-2002
May 12, 2001
To: Vice President of Academic Affairs (Abucay Campus)
Campus Directors
Associate Directors Academic Affairs
Dean of Various Institutes / Institute Coordinators
In preparation for the opening of the First Semester come on June 19, 2001, the undersigned is requesting you to submit the list of needed instructors in your respective institutes on or before June 03, 2001. Kindly specify the nature of the possible appointment (Full time/Part time) and the subjects to be taught by each instructor.
For your information, guidance and compliance.
Rebecca H. Manansala
Vice-President
FOR FIRST SEMESTER, AY 2001-2002
May 12, 2001
To: Vice President of Academic Affairs (Abucay Campus)
Campus Directors
Associate Directors Academic Affairs
Dean of Various Institutes / Institute Coordinators
In preparation for the opening of the First Semester come on June 19, 2001, the undersigned is requesting you to submit the list of needed instructors in your respective institutes on or before June 03, 2001. Kindly specify the nature of the possible appointment (Full time/Part time) and the subjects to be taught by each instructor.
For your information, guidance and compliance.
Rebecca H. Manansala
Vice-President
Memorandum – Request of Progress Report
May 7th, 2009 |
Published in
Memorandum
For: Mr. Rhey Santos
Subject: Progress Report on Lending Operations
In connection with the preparation of our annual report on loans, may we request for a copy of the progress report on lending operations as of January 1985 to enable us to get certain data on said report needed for our annual report.
Mr. Henry Tan
Director
Subject: Progress Report on Lending Operations
In connection with the preparation of our annual report on loans, may we request for a copy of the progress report on lending operations as of January 1985 to enable us to get certain data on said report needed for our annual report.
Mr. Henry Tan
Director
Memo – Request Installation of COBOL
February 24th, 2009 |
Published in
Memorandum
Date: January 15, 2000
To: Regie Cheng
From: Delfin Pascual
Re: COBOL in new lab
I would like to request that COBOL be installed in the new lab. We have recently acquired the software via an academic grant.
This should be ready for the semester since we are planning to use the product for 8 programming classes, including several sections of 331, 334 and 335
To: Regie Cheng
From: Delfin Pascual
Re: COBOL in new lab
I would like to request that COBOL be installed in the new lab. We have recently acquired the software via an academic grant.
This should be ready for the semester since we are planning to use the product for 8 programming classes, including several sections of 331, 334 and 335
Sample Memo – Education Trip
February 17th, 2009 |
Published in
Memorandum
TO: Engr. Rosalie Lopez
EE Instructor
This College
Engr. Rexie Roxas
Dean, EE Department
This College
- It has reached this office that you went together with the ME Educational Trip last February 12, 13, and 14, 2007 without official permission.
- Please explain in writing within 72 hours upon receipt thereof why no sanctions must be imposed on you for deserting your classes in February 12 and 13, 2007.
- Please submit your explanation to this office.
- Failure to do so shall constitute a waive of your right to be heard.
Engr. Rexie Roxas
Dean, EE Department
Memorandum Sample – Daily Time Record
November 25th, 2008 |
Published in
Memorandum
June 30, 2008
TO: All Members of the Faculty
THRU: The Deans
RE: Daily Time Record
EDUARDO SANTOS
College Administrator
THRU: The Deans
RE: Daily Time Record
- To maintain regular attendance of the faculty in their respective classes, the Accounting Office has pasted on your respective DTR’s a copy of your class schedule.
- The faculty member is under obligation to time-in based on his/her first period of the day and time-out on the last period effective July 1, 2008.
- The consultation hour of 2 hours a week may be spread, thus: 30 minutes MTWTh from 4:00-4:30 pm or 1 hour MT 4:00-5:00 pm or 2 hours Mondays – 3:00-5:00 pm or to whatever schedule is convenient. In any case the room or office should be indicated and the cashier should be given due copy of the consultation period preferred.
EDUARDO SANTOS
College Administrator
Memorandum – Maintenance of College Standards
November 21st, 2008 |
Published in
Memorandum
TO: All Instructors
THRU: The Deans/Heads
RE: Maintenance of College Standards
1. “BHMC strives to improve her integrity, reputation and track record in delivering quality education thru a highly motivated, strong professionally dedicated, efficient and effective members of her faculty of instruction”, to quote from the opening statement of this representation used in the General Faculty Meeting last June 13, 2008.
2. In this regard, all members of the faculty especially those assigned to teach in the First Year level are hereby reminded to:
a. Take advantage of the momentum of enthusiasm the freshmen have (and all students for that matter) in their college life by giving all their best to fill in the academic, social and moral needs of these highly motivated students;
b. Treat these students as their children or younger brothers/sisters whose thirst for knowledge, skills, values and attitudes are unquenchable, therefore the responsibility of the faculty to satiate them;
c. Consider that no students are exactly alike, their capacity and rate of learning are of different degrees, hence the responsibility of the faculty to adjust the lessons and strategies in such a way that at least 90% of the class is effectively served at the end of the day;
d. Exert utmost effort to keep the teaching-learning situation a challenging but enjoyable one, so the faculty must develop the classroom into a learner-friendly environment, and:
e. Provide avenues where lesson difficulties are converted into “play” by reinforcing it with assignments and other self-activity exercises.
3. Let us take care of the few hundred students we have. These same students, once satisfied with our services, concern and love shall return to us under the principle of multiplier-effect. Let us answer point-blank the needs of our students for they are God-given to us thru their parents who believe that we can give them only the best.
4. We owe our students and their parents the best of what we can give; we owe our college the perpetuity of her standards of service, quality education, enviable track record and tradition of excellence. Everyone in this academic family is counted in this gigantic endeavor for the betterment of our wards
June 1, 2007
MARK RONALD SANTOS
College Administrator
RE: Maintenance of College Standards
1. “BHMC strives to improve her integrity, reputation and track record in delivering quality education thru a highly motivated, strong professionally dedicated, efficient and effective members of her faculty of instruction”, to quote from the opening statement of this representation used in the General Faculty Meeting last June 13, 2008.
2. In this regard, all members of the faculty especially those assigned to teach in the First Year level are hereby reminded to:
a. Take advantage of the momentum of enthusiasm the freshmen have (and all students for that matter) in their college life by giving all their best to fill in the academic, social and moral needs of these highly motivated students;
b. Treat these students as their children or younger brothers/sisters whose thirst for knowledge, skills, values and attitudes are unquenchable, therefore the responsibility of the faculty to satiate them;
c. Consider that no students are exactly alike, their capacity and rate of learning are of different degrees, hence the responsibility of the faculty to adjust the lessons and strategies in such a way that at least 90% of the class is effectively served at the end of the day;
d. Exert utmost effort to keep the teaching-learning situation a challenging but enjoyable one, so the faculty must develop the classroom into a learner-friendly environment, and:
e. Provide avenues where lesson difficulties are converted into “play” by reinforcing it with assignments and other self-activity exercises.
3. Let us take care of the few hundred students we have. These same students, once satisfied with our services, concern and love shall return to us under the principle of multiplier-effect. Let us answer point-blank the needs of our students for they are God-given to us thru their parents who believe that we can give them only the best.
4. We owe our students and their parents the best of what we can give; we owe our college the perpetuity of her standards of service, quality education, enviable track record and tradition of excellence. Everyone in this academic family is counted in this gigantic endeavor for the betterment of our wards
June 1, 2007
MARK RONALD SANTOS
College Administrator
reference:
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