MEMORANDUM

26 May 2020
 MEMORANDUM

“Memorandum” is the singular form. The plural

form of this word is “Memorandums” or
“Memoranda”. “Memorandums” is more
commonly used. Memorandum is usually
shortened to “memo”, and the plural form is
usually shortened to “memos”.

Prepared By: AINA SURIANI MAHMOOD 2

 INTRODUCTION
• There are three important channels through
which information flows within the various
sections of an organization. Employees can
communicate face-to-face, over telephone or
through an inter-office memorandum, which, in
short, is called a memo.
• Memos are written by everyone from junior
executives and engineers to Chief Officers.
• Basically, memos are brief written
communications circulated within an
organization
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 Memo Vs Business Letter
A Memorandum A Business letter

▪ Is intended for people ▪ Is written to people

within the same outside the organization
organization

▪ Has simpler, more ▪ Has more components

direct layout

▪ Is written with a less ▪ Is written in a formal

formal and more friendly tone
tone
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 10 TIPS TO SIMPLFY YOUR BUSINESS
CORRESPONDENCE
1. Simplify language.
Avoid using big or vague words. Use
fewer words.
2. Your message must be “ 4 C”.
3. Use active voice. Instead of, “ A good
time was had by all,” say, “ We had a
good time”.

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4. Use present tense. Use bullets where
appropriate. (put important points in a
numbered or bulleted list.
5. Use bullets where appropriate. (put important
points in a numbered or bulleted list.

6. Never use exclamation points in business

writing. Skip the wow factor!

7. Eliminate jargon.

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8. Avoid fragments and one word sentences.
A fragment is an incomplete sentence.

9. Proofread
10.Avoid repetition and redundancy

Prepared By: Mohd Ezwani Kadir 7

 MEMO

Why memos?
This is a written communication from one person
to another ( or a group of people) within in the
same organization.

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 STRUCTURE AND LAYOUT

Heading Segment – Letterhead, to, from,

date and subject.
Opening Segment
Discussion Segment(s)
Closing Segment

Organization generally provide printed memo

forms to their various divisions which contain
all the segments mentioned above.
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 LETTERHEAD
A letterhead generally consists of the company’s
name, logo, address and contact numbers.

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Sample Heading 1

Prepared By: Aina Suriani 11

 Sample Heading 2
MIRINDA AIRLINE SDN BHD
Kajang

Interoffice Memorandum
To : Anas Aqasha
Head of Research and Development

From : Arissa Aneesa Atiya AAA

Administrator

Date : 14 July 2011

Subject : Installation of Air-conditioning Units

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 Sample Heading 3
COKE AEROPLANE AVIONICS
Teluk Intan

MEMO
To : J.M. Tuah
Production Controller
From : Kassim Labu KL
Head of Department
Date : 5 October 2011
Subject : Letter from Datin Nafilah
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 TIPS

Tips
•Avoid being abrupt or impolite (add ‘Please…’)

•Avoid over-politeness (do not say ‘I should be

very grateful …)

•Avoid unnecessary expressions (do not say ‘

Thank you’ or ‘kind regards’)

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 SAMPLE 1
MEMO Opening Segment
Discussion Segment
To: Mr. Kamarul bin Zainal Closing Segment
Head of Administration

From: Ms. Farhana binti Majid

Director of Human Resource
Date: 18 July, 2007

Subject: Follow-up Report on Employee Health Fair

Referring to the above matter, the main office needs the final
report concerning our annual Employee Health Fair. Your
follow-up report is due tomorrow.
The main office is also considering eliminating the Health Fair
next year. The information in your reports is needed in
making this decision.
Please email your report to me by 11.00am tomorrow.
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 SAMPLE 2
To: Ms. Murni bt Zainal
Airport Manager, KUL

From: Mr. Zulili bin Zurin

Airport Service Unit, Superintendent
KUL

Date: 18 July, 2007

Subject: JL712/ 20 June 2007 1 hour Delay

We refer to the above flight which was reported delayed for 1 hour at KUL.

The above flight was delayed due to:

1) Wheel Change
2) Cargo Door Malfunction
3) Custom Formalities

We regret for this delay due to the above reasons. However, we will ensure that this
would be prevented in the future.
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