What is a Memorandum?

A memorandum is a form of official interdepartmental communication that is used to convey essential decisions or information. 

A memorandum is thought to be a step below a formal letter and often contains details needed for specific meetings, projects, policies or others.

Purpose of a Memorandum

A memo can have many uses and this versatility combined with its official capacity is why it is used quite often in an organization. 

The uses of a memorandum are as follows:
• A way to transfer knowledge of a specific process

•To convey specific details on a project

•To request specific information

•To offer suggestions on a matter

•To report to a superior

•To offer congratulations or positive news

•To share ideas


Advantage of a Memorandum
•Memos are a timesaving mode of communication and are quite convenient to use. (especially with an intranet)

•Given that memos are intra-office, there will be no need to use expensive paper. The recycled paper will be acceptable.

•Memos are stored for the future, and such can be referred later if needed.

How to Write a Memorandum?

Memorandum writing consists of multiple segments. A memorandum paper comes with the following parts:

1. The Header: The head segment can be split into four parts:

1. To: Enter the recipient's name and position
II. From: Enter the sender's name and position
III. Date: Enter the date of sending
IV. Subject: Enter a short reason for the memo

2. Opening Segment: The opening should contain a brief version of why this memo is necessary, so the recipient knows exactly what is happening.

3. Context: If there are any specific reasons or circumstances for the memo, they can be listed in this section.

4. Action Segment: This segment should be used to instruct the recipient on any steps to be taken or tasks to be performed related to the context or subject of the memo. One should be clear and specific about this task to avoid any confusion later on.

5. Summarising: While memos should be short, some can turn out to be rather long based on the subject in question. In such cases, a memo should also carry a summary to help the recipient (or recipients) understand what is required and why.

6. Discussion: if necessary, one can attach this segment to convey the various ideas that lead to the reason for this memo and the possible policy behind it.

7. Closing Segment: This segment should end the memo politely and in a positive note to help initiate whatever action may be required. It is also important that any needed attachments supporting the content in the memo be displayed as well.

Memo Template images 



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