Memorandum, Notice, Memorandum, Notice, Agenda and MinutesAgenda and Minutes

MEMORANDUMSMEMORANDUMS

Defining MemorandumsDefining Memorandums Memos are internal letters. Memos are internal letters.

Email is taking over their Email is taking over their function.function.

Some memos may be Some memos may be classified as reports.classified as reports.

Determining memorandum Determining memorandum FormForm

Most large companies use standard memo Most large companies use standard memo templates or printed memorandum templates or printed memorandum stationary with Date, To, From, and stationary with Date, To, From, and Subject headings.Subject headings.

Some larger companies have additional Some larger companies have additional heading (Department, Plant, territory, heading (Department, Plant, territory, Store Number, and such).Store Number, and such).

Figure: Figure: Illustration of good form for the memorandum using Illustration of good form for the memorandum using the MS Word Professional Templatethe MS Word Professional Template..

Memorandum With Special headingMemorandum With Special heading

Viewing Memorandum FormalityViewing Memorandum Formality

Memorandums vary widely in Memorandums vary widely in formality.formality. Some are casual.Some are casual. Some are formal.Some are formal. Most are in between.Most are in between.

Writing MemorandumsWriting Memorandums Because the situations involved are Because the situations involved are

similar, the techniques for writing similar, the techniques for writing memos and email are similar.memos and email are similar.

Memorandum begins directly – with Memorandum begins directly – with the objective. The necessary the objective. The necessary explanation follows.explanation follows.

Then the specific information needed Then the specific information needed is listed in logical order.is listed in logical order.

The memorandum ends with The memorandum ends with courteous words.courteous words.

Writing Memorandums Writing Memorandums Continue…Continue…

Memorandums differ from Memorandums differ from letters in two major ways:letters in two major ways:1.1.More likely to be in the direct orderMore likely to be in the direct order2.2.Less likely to involve concern Less likely to involve concern

about effectabout effect

Policy Memorandums and DirectivesPolicy Memorandums and Directives Company policies and directives may be written Company policies and directives may be written

in memo form.in memo form. They should be somewhat formal, direct, clearly They should be somewhat formal, direct, clearly

written, and well organized.written, and well organized. The beginning is direct and immediately The beginning is direct and immediately

identifies the situation.identifies the situation. Clear writing and listing result in good Clear writing and listing result in good

readability.readability. Separate listing of other measures gives order Separate listing of other measures gives order

and enhances understanding.and enhances understanding. Closing personal remarks add to effectiveness.Closing personal remarks add to effectiveness.

Notice and AgendaNotice and Agenda The notice and agenda are usually combined in The notice and agenda are usually combined in

one document.one document. Notice gives details of the type, place, day, Notice gives details of the type, place, day,

date, and time of the meeting.date, and time of the meeting. Agenda is the list of topics to be discussed at Agenda is the list of topics to be discussed at

the meeting.the meeting. Important to send out the notice and agenda Important to send out the notice and agenda

prior to meeting so that all members have prior to meeting so that all members have notice of what is to be discussed.notice of what is to be discussed.

They can make necessary preparations for They can make necessary preparations for each discussion point.each discussion point.

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Meeting minutes summarize the proceedings of

a meeting.

Minutes of MeetingsMinutes of Meetings

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Minutes of MeetingsMinutes of Meetings

Include name of group, date, time, place, Include name of group, date, time, place, name of the meeting.name of the meeting.

List names of attendees and absentees.List names of attendees and absentees. Describe disposition of previous minutes.Describe disposition of previous minutes. Record old business, new business, Record old business, new business,

announcements, and reports.announcements, and reports. Include the precise wording of motions.Include the precise wording of motions.

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Minutes of MeetingsMinutes of Meetings

Record the vote and Record the vote and action taken.action taken.

Conclude with the Conclude with the name and signature of name and signature of the individual the individual recording the minutes.recording the minutes.