Memorandum (Memo) Writing

Memo Writing: Simplified Guidelines and Examples

A memorandum (commonly known as a memo) is a concise document used within an organization to share information, convey decisions, make requests, or keep records. Designed for efficiency, memos are written in straightforward, easy-to-understand language, focusing on clear and direct communication.

Memos play an essential role in:

• Maintaining professional relationships

• Establishing accountability

• Facilitating quick internal communication

Many organizations use pre-printed memo templates, making the process even faster. Below, you will find examples of different types of memos tailored for various scenarios.

Examples of Memo Letters

Example 1: Purchase Order

Summit Steel Company Ltd.
18, Sadar Bazar, Rajkot-05

Interoffice Memo
Date: 15th August 2018
To: Mr. Tapan Batra, Office Manager
From: Shyam Trivedi, Purchase Officer
Subject: Purchase of Office Chairs

As desired, the order for 500 office chairs has been placed with Navana Furniture Mart, 16 Jatrabari, Rajkot-9. The chairs will be delivered in two lots of 250 each on 26th and 30th August 2018.

Sd/
Shivam Tivari, Purchase Officer

Example 2: Request for Market Analysis

Renata Food Products Ltd.
32, Gultekri, Ahmedabad-9

Interoffice Memo
Date: 15th August 2018
To: Mr. Jay Shah, Marketing Officer
From: Hasan Mahmud, General Manager
Subject: Export of Jam and Jelly

I recently visited our manufacturing plants at Khijadiya Village and discussed increasing production for potential exports to Western countries. Before taking further steps, I request you to estimate the demand for our products across different Indian states and provide your report by the end of September.

Sd/
Hasan Mahmud, General Manager

Example 3: Staff Punctuality

Maharaja S.V. Sinhji College
18 Lalpari, Bhavnagar-1

Interoffice Memo
Date: 15th August 2018
To: Dr. M. N. Bhatt, Vice Principal
From: Dr. Kishor Amonkar, Principal
Subject: Staff Punctuality

It has come to the notice of the authority that some teachers are not punctual in performing their duties. Kindly ensure punctuality among staff and take necessary steps to maintain a smooth educational environment.

Sd/
Dr. Kishor Amonkar, Principal

Example 4: Boosting Sales Performance

Tulip International
18 Moti Mahal Road, Rajkot-7

Interoffice Memo
Date: 15th August 2018
To: Mrs. Shyamali Verma, Marketing Manager
From: Mr. P.K. Sharma, General Manager
Subject: Addressing Sales Decline

We are concerned about the significant decline in product sales due to negligence from some marketing officers. Please take the necessary steps to address this issue and improve performance.

Sd/
P.K. Sharma, General Manager

Example 5: Employee Contributions for Cyclone Relief

Rajkot City College
Meghani Marg, Rajkot-2

Interoffice Memo
Date: 15th August 2018
To: All Teaching Staff
From: R.N. Bhatt, Principal
Subject: Contribution to Cyclone Relief Fund

The college administration has decided to support cyclone-affected areas. All staff members are requested to contribute one day’s salary to help those in need.

Sd/
R.N. Bhatt, Principal

Key Features of a Memo

1. Clear Subject Line: Indicates the purpose.

2. Concise Content: Focused on essential details.

3. Professional Tone: Maintains formal language suitable for internal communication.

4. Proper Formatting: Includes headers like "To," "From," "Date," and "Subject."

Memos streamline organizational communication, enabling quick decision-making and efficient problem resolution.