BUSINESS CORRESPONDENCE
Chapter 11: Memorandum and E-mail
Objectives:
1. Understand the purpose of a memo and e-mail.
2. Describe the format of a memo and e-mail.
3. Write a memorandum.
Memorandum and E-mail
Memorandum and E-mail are inter-office correspondences
or central internal documents used for general messages such as
notices, announcements or circulars. For large companies, they
usually have either standardized memorandum forms, which
can also move within divisions and branches of a company or
electronic mail (E-mail), with the use of computer networks. E-mail
whose format is similar to a memorandum can be utilized using a
computer unit with modem and software to send messages electronically
over networks connected by telephone lines and satellites.
Movement of Memo and E-mail
Memo and E-mail can move horizontally and vertically
in a company; hence, they are considered vital means of
dissemination which is very sure to be received by everyone
in a company. Aside from this, they can also be considered
written records or documents of the company. It must be
remembered that the key people in the organization, though
are not mentioned in the memorandum, should be furnished
with all important memoranda to keep them abreast of what
is happening in the agency.
A memoranda and E-mail messages do not have salutation and complimentary closing.
Parts of a Memorandum
The tone of a simple memorandum is formal, however the language used can be as personal as in a
letter. It consists of the following parts:
Letterhead – This contains among other things the name of the organization, its address and the specific division
of the agency from which the memo emanates.
Heading – This consists of the TO, FORM, SUBJECT, and DATE lines. They are written in capital letters and end
with a colon.
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BUSINESS CORRESPONDENCE
TO line – This contains he recipients/s who may be an individual, several individuals or group. If the
memo is being sent to several people, their names may be enumerated in the TO line. However, if the
list is really long, the names of the group or cluster must be written in the TO line. It must be remembered
that the names should be arranged either alphabetically or by the position of the addressee.
SUBJECT line - This gives a bird’s eye view of the subject matter or message.
DATE line - This contains the date when the memorandum was written.
FROM line – This contains the name of the writer and his/her professional title.
Body – This contains the message. In writing this, you must stick to the facts while explaining their significance
and the accompanying action that should be taken.
Attachments like still pictures, documents, previous letters and others can also be attached to the memo.
These should be mentioned in the closures.
Parts of an E-mail Message
TO line: This consists of the E-mail address of the intended recipient.
FROM line: You need not to encode anything here for it automatically registers your E-mail address.
Cc: Writing the E-mail address of the other recipients you wish to receive the message.
Bcc: Writing the E-mail of the person who is to receive a copy of the message without the original
recipient knowing that a copy of the letter was given to another person/s.
Subject line: Main topic of the memo is written here.
Salutation: a brief greeting which can be omitted.
Message: Discussion of the topic.
Memo To vs Memo For
Memoranda and E-mail messages are ideally sent by a person occupying a high position to the
subordinates. However, there are instances when a memo or E-mail is sent to individual having the same rank
with you, in this case “Memo for” instead of “Memo to” should be used.
Types of Memo and E-mail
1. Memo or e-mail that Requests
As the word “request” implies, this document makes a favor. Because you are asking for
something, you should be courteous and respectful. Do not demand nor dictate. Start immediately with
the request and the reason for it. End your document politely by stating the deadline for such request
and the reason behind the deadline.
2. Memo or E-mail that Responds
This is used when there is a prior document that needs a response. As such, you should start with
a summary of the previous document followed by your responses arranged according to the order of the
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original requests. To facilitate this, use boldface headings to emphasize or clarify groupings. Close
politely by making an assurance that you are willing to be of service again.
3. Memo or E-mail that Informs
This is used to state, explain or clarify a policy, issue and others. As such, it should be concise and
clear. To start with, summarize the main idea and explain the reason behind it if necessary. Close by
mentioning the benefits.
Tips to Remember
The following should be remembered in writing memorandum:
1. To make your memorandum easier to read, use listing. A lists is a group or series of related items, usually
three or more. However, in utilizing listing, be sure that your items have parallel construction, e.g. all are
infinitive phrases; if not, forget listing. Start the enumerated items with a symbol. For the memorandum
that instructs, start listing verbs.
2. Do not write any punctuation marks after each item listed vertically.
3. The items should start in capital letters and if they are sentences, they should end in periods; if not,
leave them blank.
Routing Slips
These are used when a material is sent to several people within a firm. The slips can be as small as 3”X5”;
they should be attached to the first sheet of a material to be sent. The slip lists sender and those who will receive
the material .
Voicemail Systems
These are verbal equivalents of written E-mail messages. Incoming calls are automatically answered by
the computer version of an answering machine. The caller can leave a recorded message, which receivers pick
up by dialing into their voicemail box.
Fax Machine
This scans a document to convert its image into electronic symbols, which are then transmitted over the
telephone lines, often through a built-in modem to another fax machine. The receiving machine converts the
signals back into images and prints out the document.
For further readings please refer to the following links: Memorandum and E-mail
https://www.youtube.com/watch?v=n5Zyn9y_MDs
https://www.youtube.com/watch?v=fSHQ-oi3pDc&list=TLPQMjIwNjIwMjD_iE-
58MHD8Q&index=1
https://www.youtube.com/watch?v=amJZXjxnhTI
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BUSINESS CORRESPONDENCE
References:
Egipto, Joel Joseph L., Ph.D. 2011. Writing Business Letters. Manila: Book Store
https://courses.lumenlearning.com/technicalwriting/chapter/memos_-purpose-and-
format-2/
https://en.wikipedia.org/wiki/Memorandum
