Memorandum

Memorandum Sample | Writing Guide

Memorandums, commonly referred to as memos, play a pivotal role. These concise yet informative messages serve as an essential means of communication within organizations, facilitating the flow of information, decision-making, and collaboration. In this comprehensive guide, we will discuss what we have to do to write good memos, exploring their purpose, structure, best practices, and samples. You can choose and adapt a memorandum sample that suits your need.

Get free business letter samples and writing stuff via your email:

 

Memorandum Definition

 

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.

 

 

Best Practices for Writing Memos

 

To create effective memos that serve their purpose well, consider these best practices:

  1. Clarity and Conciseness: Keep your memo concise and to the point. Use clear and simple language to ensure that your message is easily understood.
  2. Relevance: Ensure that the content of your memo is relevant to the recipients and the organization’s goals.
  3. Organization: Structure your memo logically, with a clear introduction, body, and conclusion.
  4. Professional Tone: Maintain a professional and respectful tone in your writing. Avoid jargon and unnecessary technical terms.
  5. Grammar and Punctuation: Proofread your memo for grammar and punctuation errors to maintain a professional image.
  6. Attachments: If necessary, include attachments or reference additional documents.
  7. Follow-up: If your memo includes action items or requests, follow up as needed to ensure they are addressed.

 

Memorandum Sample

 

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

 

Request Memorandum Sample

 

Get free business letter samples and writing stuff via your email:

 

 

 

 

 

 

 

 

 

 

Professional Publishing Services
Memorandum


Date        :  October 2, 2020 


To           :  Rick Smith, Publication Manager
From        :  Sandy Williams
Subject    :  Schedule for Acme Electronics Brochure

Acme Electronics has asked us to prepare a comprehensive brochure for their Milwaukee office by November 2020.


We have worked with electronic firms in the past, so this job should be relatively easy, my guess is that it will take nearly two months. Ted Harris has requested a time and cost estimate. Fred Moore in accounting will prepare a schedule or the estimated time.


Additional Personnel


Before preparing the schedule, check the followings :

1. Production schedule for all staff writers.
2. Available free-lance writers.
3. Dependable graphic designers.

Ordinarily, we would need to depend on outside personnel. However, since your bid for the Wall Street Journal special project is still under consideration, we could be pressed at the end of this month.


Time Estimated


Please give me time estimates by October 10, 2020. A successful job done on time will give us a good chance to obtain the contract to do Acme’s Publication for their annual stockholder’s meeting at the end of this year.


I know your staff can do the job.

Copies :  Ted Harris, Senior Vice-President

              Fred Moore, Accounting Manager






Adapted from The Business Writer’s Handbook

 

Memorandum Template

 

Get free business letter samples and writing stuff via your email:

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

 

[Letterhead]
Memorandum

Date        :  October 2, 2020

 

To           :  [Recipient, Title]
From        :  [Author/Sender]
Subject    :  [Subject Description]

[Company’s Name/Client’s Name]  has asked us to prepare a [ Name of Project] by [Date].

We have worked with [Previous Company’s Name] in the past, so this job should be relatively easy, my guess is that it will take nearly [Duration].  [Person’s Name Involved]  has requested a time and cost estimate. [Person’s Name in Charge of Finance]  in accounting will prepare a schedule or the estimated time.

Additional Personnel

Before preparing the schedule, check the followings :
1. Production schedule for all staff [Profession].
2. Available free-lance [Profession].
3. Dependable [Profession].

Ordinary, we would need to depend on outside personnel. However, since your bid for the Wall Street Journal special project is still under consideration, we could be pressed at [Time & Date].

Time Estimated

Please give me time estimates by [Date]. A successful job done on time will give us a good chance to obtain the contract to do [Company’s Name] for their annual stockholder’s meeting at the end of this year.

I know your staff can do the job.

Copies :

[Personnel’s Name in Charge], [Title]

[Personnel’s Name in Charge], [Title]






Adapted from The Business Writer’s Handbook 

Download the Memorandum here.

 

Meeting Memorandum Sample

 

Get free business letter samples and writing stuff via your email:

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

 


 

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]

 


 

Announcement Memorandum Sample

 

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

 


 

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]

 


 

Project Update Memorandum Sample

 

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


Date: [Current Date]

To: [List of Stakeholders]

From: [Your Name] Project Manager

Subject: Project Update – [Project Name]

Dear Stakeholders,

I am pleased to provide you with an update on the progress of our project, [Project Name]. As of [Current Date], we have made significant strides towards our project objectives and remain on track to achieve our goals. Here’s a brief overview of our accomplishments and upcoming tasks:

Milestones Achieved:

  1. Project Initiation: Our project officially kicked off as scheduled, and the team is aligned with the project’s vision and objectives.
  2. Market Research: We successfully conducted in-depth market research, gaining valuable insights into current trends and customer preferences.
  3. Product Development: Our development team has made substantial progress in creating the core product features, and we are on track with the development timeline.
  4. Budget Control: Our financial team has effectively managed the project budget, keeping us within the allocated resources.

Upcoming Tasks:

  1. User Testing: We plan to initiate user testing to gather feedback and make necessary adjustments to our product.
  2. Marketing Strategy: The marketing team will finalize our go-to-market strategy to ensure a successful product launch.
  3. Quality Assurance: Rigorous testing and quality assurance procedures will be conducted to ensure the product’s reliability and performance.
  4. Progress Report: A comprehensive progress report will be shared with stakeholders, detailing our accomplishments and the path ahead.

We appreciate your continued support and look forward to your valuable insights as we move forward. Please feel free to reach out with any questions or concerns.

Best Regards,

[Your Name]
Project Manager

[Contact Information]


 

 

To Remember

 

Memos or memorandum remain a vital tool in written business communication. Whether in print or digital form, they serve as a concise and effective means of conveying important information, instructions, and updates within an organization. By understanding the purpose, structure, and best practices for writing memos, you can become a more effective communicator in the business world. Remember that the art of memo writing is about clarity, relevance, and professionalism, all of which contribute to successful internal communication within any organization.

 

 

admin

View Comments

  • Hi, I always check weblog posts here in the early hours of the morning, as I love to gain more knowledge. I have been reading many of your stories, and I must say that they are pretty nice. I will definitely bookmark your site.

  • Hi there! I came across this post and it reminds me of my former roommate who used to always talk about similar topics. I'll definitely pass this on to him. Thank you for sharing!

Recent Posts

Sponsorship Letter Samples

A sponsorship letter is a formal document written by an individual, organization, or group seeking financial or in-kind support from… Read More

3 months ago

Insurance Letter Samples

An insurance letter is a formal written communication between an insurance company and its policyholders, potential customers, or other parties… Read More

4 months ago

Amendment Letter Samples

An amendment letter is a formal document used to modify, update, or clarify previously agreed-upon terms or agreements. This letter… Read More

4 months ago

Follow-up Letter Samples

A follow-up letter is a type of communication sent after an initial interaction, such as a meeting, interview, networking event,… Read More

4 months ago

Customer Retention Letters

Customer retention letters are an essential tool for businesses aiming to maintain positive relationships with their customers. These letters can… Read More

4 months ago

Debt Settlement Letters

Debt settlement letters are formal documents used by individuals or organizations to negotiate the terms of debt repayment with creditors.… Read More

4 months ago

This website uses cookies.

Read More