Memorandum Sample | Writing Guide

 

What is memorandum? According to Oxford Languages.   Memorandum means:

1. a written message in business or diplomacy;
2. a note or record made for future use;
3. in Law, a document recording the terms of a contract or other legal details.

 

The Purpose of a Memo

 

A memorandum, or memo for short, is a written document used for internal communication within an organization. Memos are typically brief and to the point, serving to convey important information, instructions, updates, or requests. They are not meant for external audiences but are intended for employees, colleagues, or team members. The primary purposes of a memo are:

1. Information Sharing: Memos are an effective way to disseminate information within an organization. This can include announcements, policy changes, project updates, and more.
2. Instructions: Memos often include instructions or directives that provide guidance on tasks, procedures, or policies that need to be followed.
3. Documentation: Memos serve as a written record of important decisions, discussions, and agreements within the company.
4. Problem-Solving: Memos can be used to highlight problems or challenges and suggest potential solutions or action plans.
5. Request for Action: In some cases, memos are used to request specific actions or responses from the recipients.

 

The Structure of a Memorandum

 

A well-structured memo follows a standard format that makes it easy to read and understand. Here is a breakdown of the essential elements of a memo:

1. Heading: The heading of a memo typically includes the word “MEMORANDUM” in bold capital letters, followed by the date and the subject.
2. Recipient List: This section specifies the recipients of the memo, often listed under the “To” field. It may include specific individuals, departments, or the entire staff.
3. Sender: The sender’s name or title is included under the “From” field.
4. Subject: The subject line provides a clear and concise summary of the memo’s content, helping recipients quickly understand the purpose.
5. Opening: The opening of a memo sets the tone and introduces the topic. It may include a brief background or context related to the subject.
6. Main Body: The main body of the memo contains the detailed information, instructions, or announcements. It is divided into paragraphs for clarity and readability. Bullet points or numbered lists can be used to organize information effectively.
7. Conclusion: The conclusion summarizes the key points of the memo and may include a call to action or a request for feedback.
8. Attachments: If there are any additional documents or files related to the memo, they can be mentioned in this section.
9. Closing: The memo is closed with a polite closing phrase, such as “Sincerely” or “Best regards,” followed by the sender’s signature and contact information.

 

 

 

Memorandum Sample

Let’s look at a few common memorandum sample you might need.

 

Request Memorandum Sample

 

 

 

 

 

 

 

 

 

 

 

Memorandum Template

 

Use the template to write a memorandum before you make a new contract with a new company.

 

 

Meeting Memorandum Sample

 

Meeting memos are used to notify team members about upcoming meetings, providing the date, time, location, and agenda.

 

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Date: [Insert Date]

To: All Team Members

From: [Your Name] [Your Position]

Subject: Upcoming Team Meeting Notification

Dear Team,

I hope this message finds you well. We are excited to announce our upcoming team meeting, where we will discuss important matters that are integral to our progress. Please find the details of the meeting below:

Meeting Details:

• Date: [Insert Date]
• Time: [Insert Time]
• Location: [Insert Location]

Agenda:

1. Opening Remarks
2. Review of Previous Meeting Minutes
3. Project Updates
4. New Project Proposals
5. Team Building Activities
6. AOB (Any Other Business)

This meeting is crucial for us to align our efforts and ensure that we are on the same page regarding our projects and goals. We encourage all team members to come prepared with updates and any relevant information.

Your active participation in this meeting is greatly appreciated, and we look forward to your valuable insights.

If you have any specific topics you would like to add to the agenda, please let me know by [Insert Deadline].

Thank you for your attention, and we anticipate a productive and engaging discussion during our meeting.

Best regards,

[Your Name]
[Your Contact Information]

 

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Announcement Memorandum Sample

 

This type of memo is used to announce significant events, such as promotions, new hires, or changes in company policies.

 

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To: All Staff

From: [Your Name]

Date: [Date]

Subject: Welcome New Team Members

I am pleased to announce the arrival of several new members to our team, as we continue to grow and thrive. These individuals bring a wealth of skills and experience to our organization, and we are excited to welcome them aboard.

1. [New Hire 1] joins us as [Position], with [brief background].
2. [New Hire 2] will be taking on the role of [Position], bringing [brief background].

Their arrival strengthens our team and brings fresh perspectives to our projects. We encourage everyone to extend a warm welcome and offer support as they settle in.

Please join me in welcoming these new team members as we work together to achieve our goals and further enhance our organization’s success.

Thank you for your continued dedication and commitment to our team’s growth.

Best regards,

[Your Name]

 

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Project Update Memorandum Sample

 

Project managers often use memos to update stakeholders on the progress of a project, including milestones achieved and upcoming tasks.

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To Remember