A memorandum has the following formal parts:
a. Heading: This appears at the top of a printed, headed paper in bold type. It is often centralised.
b. The recipient: The recipient of the memorandum is written with the word ‘To’ as its preface.
c. The sender: The sender’s name or official title must also appear in the preliminary features. This is introduced with the word ‘From’.
d. Reference Code/Number: It is usual for a memorandum to have a reference code. The reference number or code may appear immediately below the recipient’s name. Reference helps in retrieving letter from a filing system. Reference is usually the initial of the person who dictates the letter and the person who types it and sometimes the subject of the discussion, all in abbreviated form. It can also include a file and account number: TRM/HGF/43/5.
e. Date: A memorandum, like other forms of written official communication, must have a date which may be written below the sender’s name.
f. Subject Caption: The subject of a memorandum is the issue which it treats. It is desirable for the subject caption of a memorandum to be concise, relevant and captivating.
g. The Content: The message of the memorandum should be concise and direct.
h. Signature: A memorandum must have the official mark or the signature of the sender.
i. Official Designation: The status or the official status of the sender must be written or shown below the signature if it is not under the sender’s column in the introductory part.
HAVE A FRUITFUL WEEK!
