Writing a Memorandum

Learning objective:
After studying this information sheet, the trainee will be able to write an effective
memorandum.
WRITING A MEMORANDUM
A memo, short for the word memorandum, comes from the Latin word
memorandus meaning, "to be remembered".
It is a compact written message
designed to help someone remember something. It is a short and limited to a single
topic so that the reader will get the message quickly. A memo can call people to
action or broadcast a bit of timely news. If the memorandum is longer than a page, it is
used as a cover letter to an attachment or a document that follows.
Confined to a single topic, each interoffice, interdepartmental and
companywide memo becomes part of the institutional memory of an organization.
They record daily activities and eliminate the need for time-consuming meetings. As
historical documents they are often referred to when writing reports or resolving
disputes regarding past activities. In short, they speed up the daily business of doing
business; they keep people who need to be kept in the know, in the know.
Types of Memos
1. Informational Memos. It is an in-house communication addressed to one
or more individuals. The objective is to convey one or more pieces of information that
relate specifically to the topic in the subject line.
2. Instructional Memos. It is an in-house communication addressed to one
or more individuals. The objective is to convey one or more directives that relate
specifically to the topic found in the subject line. It will both call for and expect an
action to be taken.
Parts of a Memorandum
Regardless of purpose, memos are generally divided into segments in order to
organize the information and to achieve intention.
1. Memo Title. The title of a business memo is the word MEMO or MEMORANDUM, in an
appropriate font style centered at the top of the first page. Printed in bold uppercase letters it
informs the reader that the document is an internal communication.
2. Memo Heading. The heading of a business memo consists of four distinct information
fields and should begin two spaces below the title.
a. To. The recipient's name(s) follow(s). It is generally accepted practice that titles
such as Mr., Mrs., and Dr. are not used in this field. A title or position, such as
Purchasing Agent, should follow if appropriate. When two or three people are to
receive the same memo all of their names may be placed on the same line. They
should appear either alphabetically or in descending order, according to where they
rank in a company's organizational chart.
b. From. The name of sender follows. Titles such as Mr., Mrs., and Dr. are not
customarily used in this field. In formal situations, however, the sender should use
his/her full name, followed by a job related title, such as Public Relations Manager, if it
helps identify the sender to those with whom he/she is not acquainted.
c. Date. To avoid any misunderstanding, the date should always be

spelled out.

d. Subject . This field is important and needs to be precise and brief. It should
indicate exactly what the memo is about. The reader should understand, at a glance,
to what the information or instructions contained in the body pertains to.
Capitalize all key words. Articles, conjunctions, and prepositions should be capitalized
only when they occur at the beginning or end of the subject line.

3. Memo Body

The body of a business memo, depending on its subject, can be as short as one or two
sentences or as long as several pages. If you have two subjects, send two memos. If not, and
the memo is still long, you may want to turn it into a report, or a summary of a report, and
sent it out attached to a memo that briefly describes what it is about.
a. Opening. The opening sentence of a business memo should state the objective, or
reason for writing. It should answer the basic questions such as who, what, where, when and
why.

b. Summary. Summary provides the details through description and analysis of

whatever information or instructions relevant to the subject at hand. The reader should be
able to quickly single out specifically what is most important for him or her to know.
c. Discussion. When necessary, follow the summary with a section rounding out the
details of your business memo. Include contextual material that specifically supports the
information or instructions provided. Include names of people, times of meetings, actions
previously taken, decisions made, etc., whenever they bear directly on the subject of your
message.
d.
Closing.
Closing remarks restate your observations and analysis, make
recommendations, and propose solutions. Closing calls for an action.
4. Additional Notations
A number of situations call for a business memo to be marked with additional notations. They
should
be
placed
two
spaces
below
the
body
of
the
memo.
When a memo references one or more documents that are enclosed by the writer, the
enclosure is noted in one of the following ways:

Enclosure: Wholesale Pricing Packet

Enclosures (5)

Enc. (or Encs.)

When a memo has been dictated to an assistant it should be initialed. Both writer and
assistant are acknowledged with their personal initials. The writer's initials appear in
uppercase letters and the assistant's will appear in lowercase letters in one of the following
ways:

EIB: pjc

IMK/pjc

When copies of a memo are sent to named business associates or other interested parties,
those recipients are acknowledged with their full name as in the following example.

cc: Annie Getz

cc: Glenn Widget, Ida Mae Knott

Memos can be approached in different ways depending on purpose.

1. Decide if its to be persuasive or informative. While many memos are a combination

of the two, sometimes memos have to be one or the other for the reader to take the
appropriate action. A persuasive memo engages the readers interest before issuing a
directive, whereas an informative memo outlines the facts and then requests the
readers
actions.

2. Clearly state the purpose of communication in the subject line. Most memo formats
have the basics of the header, like to, from and date in place. Make the subject
line as descriptive as possible so the reader understands the intent.

3. Write memos with purpose and make that purpose known in the first paragraph.
Outline the purpose and the desired action in the memos first paragraph. Readers
will become conditioned to the importance of a memo and gain that knowledge as
soon
as
they
open
it.

4. K.I.S.S. Keep It Simple, Silly. Most memo formats accommodate only one page of
information. This means that the topic details should be concise, with clear directives
and contacts for follow-up. If its a complex topic extending into multiple pages, still
keep the language as direct as possible, add headings or bullets to guide the reader
and
conclude
with
a
summary
paragraph
of
key
points.
Reinforce the readers necessary action. At the end of the memo, specifically direct
the
reader
to
the
desired
action.

5. Effective business communication improves workflow and relationships. Use the tools
of memo formats and well-constructed information to your advantage.

Below is a sample memorandum

MEMORANDUM
TO:
Senior Partner
FROM: Your Name
DATE:
(date assignment is submitted)
RE:
(A concise label for the issue considered: mention the parties; your firm will file
your Memo by names and cause of action--and, perhaps, by jurisdiction)
The proper format is always double-spaced. Do not double-double space between
sections. Plain old, regular double-space is sufficient.
FACTS
Here, recite all material facts, usually in chronological order. A "material" fact is a
"dispositive" fact, or one upon which the outcome will depend. It is a fact that will affect the
outcome in one way or another. Please include all material procedural facts as well as all
material substantive facts. This means that it is essential to include all relevant times, dates,
and places. You should begin with an "overview" sentence that sets the full context and
begins to describe the problem presented. Please review your reading and as many samples
as possible to understand both the range and scope of what is acceptable as professional
practice.
Writing a Minutes of Meeting
Learning objective:
After studying this information sheet, the trainee will be able to write an effective minutes of
meeting.

WRITING MINUTES OF THE MEETING

Minutes are the official record of an organization. It is crucial that they are accurate
since they are the legal record of the proceedings and actions of the organization
Meeting minutes capture the essential information of a meeting decisions and
assigned actions. They keep attendees on track by reminding them of their role in a project
and clearly define what happened in a group session. Minutes are meant to record basic
information such as actions assigned and decisions made. They can be used for reference or
background material for future meetings relating to the same topic.
Study the minutes of meeting below.

Sample Minutes of Meeting

MINUTES of Aklan Catholic College

Meeting date: October 28, 2015
Call to order: A staff meeting of the committee heads for accreditation
preparation, was held in Audio Visual Room of Aklan Catholic College on October
28, 2015. The meeting convened at 1 oclock in the afternoon, Rev. Fr. Jose
Gualberto I. Villasis, the head of the accreditation committee presiding, and Mr.
Richard I. Diocena, secretary.
Members in attendance: Rev. Fr. Gualberto I. Villasis, Ms. Marion Pescasiosa, Sr.
Delia S. Alcabasa, Mr. Richard Diocena, Mr. Noli Resterio, Ms. Carolina Gonzales,
Ms. Aiza Nahil, Engr. Leo Patacsil, Ms. Darlene O. Braza
Members not in attendance: Mr. June B. Mijares
Approval of minutes: Motion was made by Ms. Carolina S. Gonzales, and
seconded to approve the minutes of the October 20, 2015 meeting.
Officers' reports:
Rev. Fr. Villasis recommends that if we are not able to find a new facility for the
Quality Assurance office by the end of this month, the organization should look
into converting Lab 1. After the brief discussion, the committee agreed.
Committee member, Richard Diocena attended the Meeting on PAASCU
Accreditation Updates. Mr. Diocena discussed the changes and updates in the
accreditation procedures.
Sr. Delia Alcabasa mentioned that the documentation of every department on the
teachers and students community involvement is 80% complete,
Unfinished business:
Finance Committee report provided by Chair, Ms. Marion Pescasiosa:
Pescsiosa explained that consultant, Marry Tusca, reviewed the organization's
bookkeeping procedures and found them to be satisfactory, in preparation for the
upcoming yearly financial audit. Finance committee suggests that our company
ensure the auditor provides a management letter along with the audit financial
report.
New business:
New information system
Mr. Noli Reterio noted that he was working with staff member, Edward Gumban, to
help develop an information management systems plan, and that two weeks ago
he (Resterio) had mailed members three resumes from consultants to help with
the plan. In the mailing, Resterio asked members for their opinions to help select a
consultant. Porter asked members for their opinions. (NOTE: Zevon noted that she
was also a computer consultant and was concerned about conflict of interest in
her Board role regarding this selection, and asked to be ABSTAINED from this
selection. Members agreed.) The majority of members agreed on Lease-or-Buy
Consultants. MOTION to use Lease-or-Buy Consultants; seconded and passed.
Announcements:
Ms. Carolina Gonzales announced that the graduates of the College of 1994 are
donating P 200,000.00 for the rehabilitation of the College Gym.

Adjournment: The meeting was adjourned at 4:00 pm.

John Robert Vega

Date of approval:

Aklan Catholic College

Tips in Taking Meeting Minutes

1. Before the Meeting. If you are the secretary recording the minutes, make sure
you arent a major participant in the meeting. You cant perform both tasks well. Gather as
much information from the host as you can. Ask for a list of attendees, as well as some
information on the purpose of the meeting. This way you wont need to scramble to
understand whats going on while youre recording notes.
Decide how you want to record your notes. If you arent comfortable relying on your
pen and notepad, try using a tape recorder or, if youre a fast typist, take a laptop to the
meeting.
Create a template for recording the meeting minutes and make sure to leave some
blank space to record your notes. Include the following information:
Date and time of the meeting
The purpose of the meeting
The meeting lead or chairs name
Assigned action items
Decisions made
2. During the Meeting. Check off names on your attendee list as they enter the
room. Ask the meeting chairman to introduce you to meeting attendees you are not familiar
with to help you record assigned tasks or decisions.
Do not record notes verbatim. Minutes are meant to give an outline of what happened
in the meeting, not a record of who said what. Focus on understanding whats being discussed
and on recording whats been assigned or decided on.
Record action items and decisions in your template as they happen dont wait until
after the meeting to pull them out of your notes or you could make a mistake. If you dont
understand exactly what decision has been made or what action has been assigned, ask the
meeting lead to clarify.
3. After the Meeting. Review the notes and add additional comments, or clarify
what you didnt understand right after the meeting while the information is fresh in
everyones mind. Type your notes out in the template you created before the meeting this
will make the notes easier for everyone to read and use.
Number the pages as you go so you arent confused later. Remember, though, that the
minute-taker is responsible for providing good flow. Dont force yourself to write the minutes
in the actual chronological order of the discussion - it may not work.
Focus on action items, not discussion. The purpose of minutes is to define decisions
made and to record what actions are to be taken, by whom and when.
Be objective. Write in the same tense throughout and avoid using peoples names
except for motions or seconds. This is a business document, not about who said what.
Avoid inflammatory or personal observations. The fewer adjectives or adverbs you use,
the better. Dull writing is the key to appropriate minutes.

If you need to refer to other documents, attach them in an appendix or indicate where
they may be found. Dont rewrite their intent or try to summarize them.
When you finish typing the minutes, ask the meeting lead to review the document for
errors. Send the final copy of the minutes to attendees right away. Keep a copy of the notes
(and the template) for yourself in case someone wants to review them later.
Parts of Minutes Meeting
1. Content. The first paragraph must contain the following: kind of meeting
(regular, special, etc.); the name of the organization; the date, time and place of the meeting;
the name of the presiding officer and secretary; approximate number of members present;
establishment of a quorum; and recording of the action taken on the minutes of the previous
meeting.
2. Body. The body should include, with each motion being a separate paragraph the
following:

The exact wording of motions, whether passed or failed, and the way they were
disposed of, along with the name of the maker

If the vote was counted, the count should be recorded. Tellers reports, if there are
any, are included. In roll call votes the record of each persons vote is included

Notices of motions previous notice is sometimes required e.g. amendments of the

bylaws

Points of order and appeals

Last paragraph: hour of adjournment

The following items should not be included in the content:

The opinion or interpretation of the secretary

Judgmental phrases e.g. heated debate valuable comment

Discussion: Minutes are a record of what was done at the meeting, not what was said
at the meeting

Motions that were withdrawn

Name of seconder is unnecessary

3. Attachments. The official copy of the minutes should have attached to it the
original signed copy of:

Committee Reports

Officers Reports

Written Motions

Tellers Reports

Correspondence

Minutes Proceedings

Approval . If the minutes have been distributed to the members before the next
meeting the presiding officer simply states Are there any corrections to the minutes as
printed? If there are none, or after all corrections have been made, the presiding officer may
say If there is no objection, the minutes will be approved as printed (or as corrected).
Signature. After the minutes have been corrected and approved by the members,
they should be signed by the secretary and can be signed by the president. The word
approved and the date of the approval should also be included.
Minutes Book. The official copy of the minutes should be entered in the Minutes
Book and kept by the secretary. These are the property of the organization, not the
secretary. If the organization has a headquarters office, the official copy of the minutes
should be kept there.
Copies . If the members receive a copy of the minutes, it is not necessary for them to
receive all the attachments. When they do not receive the attachments, the minutes should
include a brief summary of the attachments.

Below is a sample template of meeting minutes.

MINUTES of [Organization name]
Meeting date: ________
Call to order: A ______________ [kind of meeting] meeting of the _________________
[organization name], was held in ____________ [place, city, state] on __________ [date], 20__.
The meeting convened at ______ [time], President __________________ [name] presiding, and
______________________ [name], secretary.
[Some small organizations choose to list attendees. This works well for boards of directors.]
Members in attendance: [optional item]
Members not in attendance: [optional item]
Approval of minutes: Motion was made by [name], and seconded to approve the minutes
of the ______________ [date] meeting. Motion carried.
Officers' reports:
President
Vice president
Secretary
Treasurer
Board and committee reports:
Unfinished business:
[Subject title]
Motion: Moved by [name] that [state motion].
Motion carried. Motion failed. [leave only one of these]
New business:
[Subject title]
Motion: Moved by [name] that [state motion].
Motion carried. Motion failed. [leave only one of these]
Announcements:
Adjournment: The meeting was adjourned at ______________[time].
________________________________
Secretary

___________________
Date of approval

[Organization Name]