1 The purpose of the memorandum. 2 To whom it is going. 3 What makes the memoranda the best method of achieving your objective(s).
1 Refer to a previous communication or event, or state the purpose of the memorandum. 2 State what you want the reader to know/do. 3 Give any relevant information the reader needs to have for understanding the issue or to carry out any requests which you are making. Full information should be given. Never assume knowledge on the part of a reader. 4 Give a clear statement of when/ho/where instructions should be carried out.
1 The memorandum (memo) is an internal document used for communicating unsolicited pieces of information. It may be a short informal note or a long and complex document depending on the nature of the material and the personnel involved. It is most commonly quite short as most things of great length and formality would require a report. The memo can go between departments, sites, even to another part of the country or to another country, but it must remain within the company.
2 Format The memo has traditionally been produced on A5 landscape paper. However with the increasing use of word processor, individuals and companies frequently design their own format as a pro-forma on a computer disc.
3 What you do not need! Unlike a letter, there is no address, salutation (dear…), or complimentary close (Yours…). Nor are they usually signed, but the sender’s name must be on the memo. (Some businesses sign memos if financial transactions are involved).
4 Include a) The name of the destination department or of the recipient. memos may be addressed to individuals by their job titles e.g. The Personnel Manager. b) Include the sender’s name/position/department to avoid confusion.
5 Layout This does vary between companies, but all memos have some features in common.
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