Basic Parts and Principles of Drafting a Memorandum

This present the basis parts and principles in writing a memorandum.

2. Identify the key components
of a memo and explain their
functions.

3. Analyze the tone and
purpose of different types of
memos, and apply
appropriate language and
formatting conventions.

4. Write a clear and concise
memo with a specific
audience and purpose in
mind, using appropriate
organizational strategies and
language.

5. A memo(short for
memorandum) typically
includes a heading with
the date, recipient(s), and
sender's name and title,
followed by a brief
introduction, the main
content, and a closing
section.

6. Memosare often used to
convey important
information, such as
updates, announcements,
policy changes, or
reminders, to a specific
group of people within an
organization.

7. Memosare usually written
in a formal tone, with a
clear and direct style. They
are commonly used in
businesses, government
agencies, and academic
institutions as a way to
communicateinformation
efficiently and effectively
withinthe organization.

8. Date
Recipient
Sender
Subject
Content (brief introduction,
main content, closing section
Typed name and signature of
the sender
Memo number and series (year)
“Copy furnished” means all the
cited offices shall be provided
with a copy of the memo

9. There are several types
of memos, each with
its own purpose and
format. Here are some
of the most common
types of memos in
technical writing:

10. 1.Informational Memo
This memo is used to
convey information, such
as updates, news, or
announcements, to a
specific group of people
within an organization.

12. 2.Policy Memo
This memo is used to
communicate changes in
policy or procedures within
an organization. It includes
a clear statement of the
new policy or procedure,
the rationale behind it, and
any action items that need
to be taken.

16. 3.Directive Memo
This memo is used to
provide instructions or
direction on a specific task
or project. It includes a
clear statement of what
needs to be done, who is
responsible for doing it, and
any deadlines or other
important details.

20. 4. Progress Report Memo
This memo is used to report
on the progress of a
project or task. It includes
a summary of what has
been accomplished so far,
any issues or challenges
that have arisen, and what
the next steps will be.

22. 5. Request Memo
This memo is used to make a
request, such as for information
or resources, from another
department or individual within
an organization. It includes a
clear statement of the request,
the reason for it, and any
supporting information or
documentation.

24. Here are some additional
important information
about memos:

25. 1. Audience
Memos are typically used for
internal communication
within an organization. It's
important to consider the
audience when writing a
memo and use language
and terminology that they will
understand.

26. 2. Tone
Memos should be written in a
professional and formal tone.
Avoid using slang, jargon, or
informal language.

27. 3. Formatting
Memos typically have a
specific format, including a
heading with the date,
recipient(s), and sender's
name and title, followed by a
brief introduction, the main
content, and a closing
section. The memo should be
single-spaced with a blank
line between paragraphs.

28. 4. Clarity and brevity
Memos should be clear and
concise, with a focus on the
main message. Avoid
including unnecessary details
or information.

29. 5. Proofreading
It is important to proofread a
memo carefully before
sending it. Check for spelling
and grammar errors, as well
as formatting and
consistency.

30. 6. Distribution
Memos are often distributed
electronically, via email or an
internal messaging system.
Make sure to send the memo
to the appropriate recipients
and keep a record of who
received it.