Writing a Memorandum - Do You Know the Basics?

What is a memorandum?

A memorandum or memo for short, is a written form of communication. It is commonly used in business and academia. If you work in a business or academic environment and lead a unit or department, writing a memo must become second nature to you. In other words, you must be able to easily and quickly write an effective memorandum. How can you do this? Learning the basics is a must. What are the basics? They are as follows:

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Format of a memorandum

In the past, memos used to be very formal. However, the current style is to be more personal.

Words of caution. Though you may prefer the personal style, do not compromise on accuracy, brevity and clarity. Do not sacrifice on the essentials. Bear in mind that unlike letters, a memo is made up two parts: the heading and body. Many companies and organisations, in order to standardise the format of a memorandum, have pre-set formats. In fact, it is common to find memos on how to write a memorandum being circulated from time to time in business as well as academia! An example of a format for the heading is:

Date: 24 October, 2009

To: All Staff

From: The Vice-President, Corporate Communications

Subject: How Not To Write A Memo

Date: Write the month in full. Do not use abbreviations or numerals such as 24/10/09.

To: Be familiar with company policy or guidelines. Take into consideration your relationship with the persons or persons you are addressing. What is their rank or title? Generally, courtesy such as "Mr." or "Mrs." is not used. However, depending on the local culture, people of higher rank are usually addressed by their tile such as "The President" or "Chief Executive Officer."

Use the addressee's name in full. You may, depending on your relationship and in an informal memo, use first names or even nicknames. Where necessary, you may have to use additional identification such as a job title, name of the unit or department. For example: Shalina Victor, Senior General Manager, Corporate Communications. If your memo is directed at many people, you may use "See Below" and list the names at the bottom of the memo. For a large group, use identification such as, "Divisional Heads" or "Departmental Heads."

From: You may place your own name, job title or name of your department here. However, do use not courtesy such as "Mr." or "Mrs." You may sign the memo or put down your initials at the end of it. This is usually at the top of your title or name. Variations depend on the culture of the organisation or company.

Subject: "Re:" is commonly used instead of subject. The rule is to have your statement as brief or short as possible without losing its accuracy. What is the memo all about? Mention it in the statement.

In addition to the above, your memorandum must be free of spelling, punctuation and grammar mistakes. Sentences must be well constructed and words used correctly. Proofread and check your memorandum carefully. Do you have the time to do it? Can you get someone else to do it for you? There is a better alternative. Find out what it is and it help make your memorandum make a better impression.

Writing a Memorandum - Do You Know the Basics?

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