Memorandum New

8/8/2019 Memorandum New

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MemorandumMemorandum


The memorandum is among the mostThe memorandum is among the most

versatile of organizational documents. Fromversatile of organizational documents. From

brief research reports and progress reports tobrief research reports and progress reports to

thumbnail proposals, the memo form isthumbnail proposals, the memo form is

widely used to communicate technical andwidely used to communicate technical andadministrative informationadministrative information


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MemorandumMemorandum (also more commonly(also more commonly

memomemo))

Is a brief written record orIs a brief written record orcommunicationcommunication,,used in anused in an officeoffice, whether business,, whether business,

governmentgovernment,, education institutioneducation institution ororlegallegal

officeoffice. The plural form is either. The plural form is either

memoranda or memorandumsmemoranda or memorandums


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Memoranda are written for numerous internalMemoranda are written for numerous internal

purposespurposesfor example,for example,

to request information,to request information,

to make announcements,to make announcements,

to outline policies, andto outline policies, and

to transmit meeting minutesto transmit meeting minutes


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Thus, in most organizations, memos play aThus, in most organizations, memos play a

crucial role in establishing a record ofcrucial role in establishing a record of

decisions,decisions,

requests,requests,

responsibilities,responsibilities,

results, andresults, and

concernsconcerns


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A memo does not have a specific formatA memo does not have a specific format

but may be specific to a single office, levelbut may be specific to a single office, level

of government, or other institution. Veryof government, or other institution. Veryspecific memoranda in legal settings arespecific memoranda in legal settings are

Memorandum of UnderstandingMemorandum of Understanding,,

Memorandum ofAgreementMemorandum ofAgreement,,

Memorandum ofAssociationMemorandum ofAssociation,, PrivatePrivatePlacement MemorandaPlacement Memoranda, and, and ConfidentialConfidential

Offering MemorandaOffering Memoranda..


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Basic Elements of the MemoBasic Elements of the Memo

FormatFormatA memorandum is written using a specific format, usuallyA memorandum is written using a specific format, usuallya format accepted by the office in which thea format accepted by the office in which thememorandum is to be used. The usualmemorandum is to be used. The usual structure for astructure for amemorandummemorandum includes some or all of the following:includes some or all of the following:

TO:TO: The person receiving the memorandumThe person receiving the memorandum

FROM:FROM: The person writing the memorandumThe person writing the memorandum

DATE:DATE: Usually a formal manner of writing the date, forUsually a formal manner of writing the date, for

example March 22nd, 1995example March 22nd, 1995

SUBJECT:SUBJECT: A short title descriptive of the topic inA short title descriptive of the topic indiscussion in the memorandumdiscussion in the memorandum


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Introduction:Introduction: explaining why the memorandumexplaining why the memorandum

has been written and what topic thehas been written and what topic the

memorandum will discuss.memorandum will discuss.

Body:Body: discussing the topic in detaildiscussing the topic in detail----explainingexplaining

what exactly and itemizing when possible.what exactly and itemizing when possible.

Conclusion:Conclusion: explaining what will or shouldexplaining what will or shouldhappen next, when the followhappen next, when the follow--up will occur andup will occur and

why the date is important.why the date is important.


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Preparation: Determine the exactobjective; you should be able to state this

objective in a single sentence. Know your

reader(s), and determine whether or not

you need to cover fundamental issues or

define technical terms.

Organization: Keep things under control.

Present your material coherently, and

decide on the pattern of organization that

best suits your purpose. The two most

common patterns of organization for

business and technical memos are

deduction (decreasing order of importance)

and induction (increasing order of

importance).

Two words characterize a well-written memo: informative and concise


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Memos have just two sections: the heading andMemos have just two sections: the heading and

the body. To simplify the communicationthe body. To simplify the communication

process, many firms and organizations useprocess, many firms and organizations use

memo pads with predesigned formats.memo pads with predesigned formats.

If you need to construct a memo without such aIf you need to construct a memo without such a

memo pad, use thememo pad, use the vertical formatvertical formatshown below:shown below:

Date: June 6, 1991Date: June 6, 1991To: David DunlopTo: David Dunlop

From: Shawn JacksonFrom: Shawn Jackson

Subject: Language RequirementSubject: Language Requirement


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TheThe horizontal formathorizontal format, where the "To" and, where the "To" and

"From" fields are flush with the left margin,"From" fields are flush with the left margin,

while the "Date" and "Subject" fields arewhile the "Date" and "Subject" fields are

aligned with the right margin.aligned with the right margin.

To: David Dunlop

From: Shawn Jackson

Date: June 6, 1991

Subject: Language Requirement


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Basic Elements of the MemoBasic Elements of the Memo

FormatF

ormatThe distinctive element of theThe distinctive element of the

memorandum is its heading, which is usedmemorandum is its heading, which is used

to frame the message in a very accessibleto frame the message in a very accessible

and transparent manner.and transparent manner.

Example on next slideExample on next slide


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Memo Format Example 1Memo Format Example 1

February14,19xxFebruary14,19xx

To:To: E.J. Mentzer E.J. Mentzer

From: Judy DavisFrom: Judy DavisSubject: Remodeling of Office ComplexSubject: Remodeling of Office Complex


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Date:Date: February 14,19XXFebruary 14,19XX

To:To: E.J.Mentzer E.J.Mentzer

From:From: Judy DavisJudy DavisSubject:Subject: REMODELLING OF OFFICEREMODELLING OF OFFICE

COMPLEXCOMPLEX


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To:To: E.J.MetzerE.J.Metzer March29,19xxMarch29,19xx

FROM:FROM: Judy DavisJudy Davis

Subject:Subject: Remodeling Office ComplexRemodeling Office Complex


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The Memorandum BodyThe Memorandum Body

Generally, organize the topics of theGenerally, organize the topics of thememorandum in order of importance, withmemorandum in order of importance, withthe key statements first and the detailsthe key statements first and the detailsfurther on.further on.

The memorandum should normally beginThe memorandum should normally begin

with a brief summary statement, in one orwith a brief summary statement, in one ortwo sentences, identifying the key topictwo sentences, identifying the key topicand the scope of the memorandumand the scope of the memorandum


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The language in memorandaThe language in memoranda

Directed to yourDirected to youraudienceaudience -- memos are usuallymemos are usuallydirected atdirected at decision makersdecision makers and usually youand usually youwrite for an individual or a group to help themwrite for an individual or a group to help them

make a decision.make a decision.Simple and directSimple and direct -- complexcomplex sentence structuresentence structureand organization is a sure sign of confusion or aand organization is a sure sign of confusion or ahidden agendahidden agenda. A well. A well--written memo will statewritten memo will stateyour case in simple steps; even if you have ayour case in simple steps; even if you have avery complexvery complex argumentargument..Word choiceWord choice -- often the simpler and moreoften the simpler and morecommon words are going to get good action.common words are going to get good action.

Clearly assign action and responsibilityClearly assign action and responsibility


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Meeting DocumentsMeeting Documents

Use meeting documents as tools toUse meeting documents as tools to

encourage productive and efficientencourage productive and efficient

meetings. The two principal meetingmeetings. The two principal meeting

documents are thedocuments are the agendaagenda, which tells, which tells

participants what topics will be discussedparticipants what topics will be discussed

at the meeting, andat the meeting, and minutesminutes, which record, which recordwhat actually occurred.what actually occurred.


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AgendaAgenda

An agenda is a simple list of topics to beAn agenda is a simple list of topics to bediscussed (in order of listing), along with thediscussed (in order of listing), along with the

names of individuals who have agreed to leadnames of individuals who have agreed to leaddiscussion of those topics.discussion of those topics.

An agenda helps focus a meeting on a core ofAn agenda helps focus a meeting on a core oftopics and allows you to control the pace andtopics and allows you to control the pace andflow of a meeting and identify important items toflow of a meeting and identify important items tobe acted upon.be acted upon.

Meetings without published agendas generallyMeetings without published agendas generallyseem unfocused and unproductive.seem unfocused and unproductive.


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Prepare and circulate an agenda of itemsPrepare and circulate an agenda of items

to be discussed for each meeting.to be discussed for each meeting.

Circulation of an agenda before a meetingCirculation of an agenda before a meeting

will allow your audience to consider theirwill allow your audience to consider their

responses to items listed and will helpresponses to items listed and will help

stimulate discussion.stimulate discussion.


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AgendaAgenda

Agendas may be circulated by eAgendas may be circulated by e--mail ormail or

hardcopy.hardcopy.

The advantage of hardThe advantage of hard--copy agendas is thatcopy agendas is that

they may be brought to a meeting to facilitate thethey may be brought to a meeting to facilitate the

taking of notes during discussion. Experiencedtaking of notes during discussion. Experienced

meeting leaders recognize that both hardmeeting leaders recognize that both hard--copiescopies

and electronic copies of agenda are usuallyand electronic copies of agenda are usually

misplaced, so they bring enough copies formisplaced, so they bring enough copies for

everyone present at the meeting.everyone present at the meeting.


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ExampleExample

1.1. Development Team AgendaDevelopment Team Agenda1.Report by Mr. Hamid on1.Report by Mr. Hamid on investigationinvestigation

ofof possiblepossible security softwaresecurity software

2.Report by Miss Sara on development2.Report by Miss Sara on developmentof database prototypesof database prototypes

3.Discussion of possible hardware3.Discussion of possible hardwareplatformsplatforms

2.2. 4.Review of deadlines for project4.Review of deadlines for project

3.3. 5.Agenda for next meeting5.Agenda for next meeting


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Keep accurate minutes of meetings, both formalKeep accurate minutes of meetings, both formal

and informal.and informal.

Minutes are an essential part of organization life.Minutes are an essential part of organization life.

They maintain an institutional memory of allThey maintain an institutional memory of all

actions taken or proposed and the key points ofactions taken or proposed and the key points of

discussion.discussion.

They also inform appropriate individuals whoThey also inform appropriate individuals whowere not present at the meeting of the key actionwere not present at the meeting of the key action

and discussion itemsand discussion items


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MinutesMinutes

Minutes can be formal or informal.Minutes can be formal or informal.

Formal minutes are often required byFormal minutes are often required byfederal, state, or local law, byfederal, state, or local law, by--laws,laws,charters, or regulations.charters, or regulations.

They are usually distributed to theThey are usually distributed to the

members of the group before the nextmembers of the group before the nextmeeting, and then approved (sometimesmeeting, and then approved (sometimesafter being amended).after being amended).


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MinutesMinutes

Some minutes are legally parts of the publicSome minutes are legally parts of the public

record and available to anyone. Often, however,record and available to anyone. Often, however,

organizational minutes are private andorganizational minutes are private andconfidential documents, which should beconfidential documents, which should be

distributed only to appropriate individuals. If thedistributed only to appropriate individuals. If the

minutes are confidential, each page should beminutes are confidential, each page should be

stamped with a message such asstamped with a message such as"CONFIDENTIAL"CONFIDENTIAL----DO NOT DISTRIBUTEDO NOT DISTRIBUTE


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The following information, adapted fromThe following information, adapted from

Robert's Rules of Order, is usually included inRobert's Rules of Order, is usually included in

formal minutes:formal minutes:

The name of the group that is meeting andThe name of the group that is meeting andwhat kind of meeting it is (for example, awhat kind of meeting it is (for example, a

general meeting, an emergency meeting,general meeting, an emergency meeting,

or a meeting devoted to a single issue)or a meeting devoted to a single issue)

ContinuedContinued


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MinutesMinutes

Precisely where and when the meeting isPrecisely where and when the meeting is

being heldbeing held

Names of the group members inNames of the group members in

attendance and members absent; namesattendance and members absent; names

of all other individuals present, except forof all other individuals present, except for

public meetings with an audiencepublic meetings with an audience


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The name of the person who called theThe name of the person who called the

meeting to order and at what timemeeting to order and at what time

A report of whether or not the previousA report of whether or not the previous

meeting's minutes were read and, if they weremeeting's minutes were read and, if they wereread, whether or not they were approved (orread, whether or not they were approved (or

approved with modifications)approved with modifications)


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MinutesMinutes

Summaries of any reports presented to theSummaries of any reports presented to the

group and any action taken on themgroup and any action taken on them

(acceptance, approval, endorsement, referral)(acceptance, approval, endorsement, referral)

A summary of the discussion of each itemA summary of the discussion of each item

on the agenda and any other importanton the agenda and any other important

issues discussed at the meetingissues discussed at the meeting


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A record of all formal motions, including theA record of all formal motions, including the

name of the individual making the motionname of the individual making the motion

A record of the vote on all motions,A record of the vote on all motions,

including the number of votes for andincluding the number of votes for and

against, and the number of abstentionsagainst, and the number of abstentions


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MinutesMinutes

The time that the meeting was formallyThe time that the meeting was formally

concludedconcluded

Informal minutes also include the date of theInformal minutes also include the date of the

meeting and the names of all membersmeeting and the names of all members

attending or absent, but they focus more onattending or absent, but they focus more on

summarizing key points of discussion andsummarizing key points of discussion and

listing all action items to be performed bylisting all action items to be performed by

individuals or the group.individuals or the group.


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ProposalsProposals

Proposals are carefully prepared and just asProposals are carefully prepared and just ascarefully reviewed by granting agencies.carefully reviewed by granting agencies.

Proposals do not succeed on the strength of aProposals do not succeed on the strength of aname or as a result of flashy rhetoric.name or as a result of flashy rhetoric.

Rather, successful proposals demonstrate thatRather, successful proposals demonstrate thatyou understand the scope of the problem (itsyou understand the scope of the problem (itsbackground, theory, and application) and,background, theory, and application) and,

furthermore, that you have developed a validfurthermore, that you have developed a validand welland well--focused approach for reachingfocused approach for reachingproposed objectives.proposed objectives.


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All proposals develop a plan of action inAll proposals develop a plan of action in

response to a specific need or problem.response to a specific need or problem.

Some proposals are external, written inSome proposals are external, written in

response to a request for proposals or anresponse to a request for proposals or an

invitation to bid that has been published byinvitation to bid that has been published by

an external organizationan external organization


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ProposalsProposals

Other proposals are internal, written inOther proposals are internal, written in

response to a need within your ownresponse to a need within your ownorganization. In either case, yourorganization. In either case, your

proposals must show that you understandproposals must show that you understand

the nature of the problem and that youthe nature of the problem and that you

have a specific and wellhave a specific and well--developed plandeveloped planfor arriving at a solution.for arriving at a solution.


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ProposalsProposals

Most proposals share a general structureMost proposals share a general structure

for identifying the motivating problem, thefor identifying the motivating problem, theobjectives, and the proposed course ofobjectives, and the proposed course of

action.action.


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General StructureGeneral Structure

Learn the basic structure of a proposal.Learn the basic structure of a proposal.

Proposals share a general documentProposals share a general documentarchitecture, which is usually modified toarchitecture, which is usually modified to

suit specific circumstances. The overallsuit specific circumstances. The overall

structure of a proposal can be brokenstructure of a proposal can be broken

down into three partsdown into three parts


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Proposal StructureProposal Structure

Front matterFront matter

Body

Body

IntroductionIntroduction

Technical approachTechnical approach

Management requirementsManagement requirements

Work planWork plan

End matterEnd matter


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Front MatterFront Matter

----The front matter of a proposal includes theThe front matter of a proposal includes the

following components:following components:

Letter of transmittalLetter of transmittal

Title pageTitle page

SummarySummary

Table of contentsTable of contents

List of figures and tablesList of figures and tables


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In the introduction to a proposal, do theIn the introduction to a proposal, do thefollowing:following:

Identify the motivating need or problem.Identify the motivating need or problem.

Develop the immediate context in whichDevelop the immediate context in whichthis problem has been highlighted. Inthis problem has been highlighted. Inexternal proposals be sure you areexternal proposals be sure you are

responding to the published need andresponding to the published need andmotivation as identified by the outsidemotivation as identified by the outsideagency.agency.


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Focus your proposal by stating the keyFocus your proposal by stating the key

technical issues, as you perceive them,technical issues, as you perceive them,

underlying the motivating problem.underlying the motivating problem.

State explicitly, and with unbiasedState explicitly, and with unbiased

language, your objectiveslanguage, your objectives


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Identify and explain fully the technicalIdentify and explain fully the technical

approach you are taking to reach yourapproach you are taking to reach your

objectives.objectives.


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your technical approach in a brief explicationyour technical approach in a brief explication

of necessary theoretical background:of necessary theoretical background:

applicable theory,applicable theory,

analytical models,analytical models,

previous work, andprevious work, and

hypothesis.hypothesis.


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Present your method and design forPresent your method and design for

reaching your stated objectives. You willreaching your stated objectives. You will

most likely make reference to figures inmost likely make reference to figures in

this section. State how pertinent data willthis section. State how pertinent data will

be acquired, and just as important,be acquired, and just as important,

describe your data analysis methods.describe your data analysis methods.


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BodyBody

Explain clearly how you will manage theExplain clearly how you will manage thedevelopment of your proposal project.development of your proposal project.

Proposal reviewers pay strict attention toProposal reviewers pay strict attention tothis section because here you show thatthis section because here you show thatyou have the required knowyou have the required know--how to bring ahow to bring a

project to completion.project to completion.In this section, you will present theIn this section, you will present thefollowing information:following information:


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BodyBody

A timetable (or Gantt chart)A timetable (or Gantt chart)

Required facilities and resourcesRequired facilities and resources

Materials and equipmentMaterials and equipment

Personnel (include rsums in appendixPersonnel (include rsums in appendix


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Include aInclude a work planwork plan, sometimes called a, sometimes called a

project plan, as a separate section in allproject plan, as a separate section in all

lengthy proposals. Preliminary projectlengthy proposals. Preliminary project

plans are also sometimes appropriate inplans are also sometimes appropriate in

feasibility and recommendation reports. Infeasibility and recommendation reports. In

addition, most progress reports refer to alladdition, most progress reports refer to all

or part of previously existing project plansor part of previously existing project plans


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MaterMater

End MatterEnd Matter

BibliographyBibliography

RsumsRsums

AppendicesAppendices


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Kinds of ProposalsKinds of Proposals

Proposals may be written or oral, forProposals may be written or oral, for

government agencies or the private sector.government agencies or the private sector.


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RevisionRevision

RevisionRevision


Meeting DocumentsMeeting Documents AgendaAgenda

MinutesMinutes

ProposalsProposals

Proposal StructureProposal Structure

Memorandum New

Documents

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