MEMORANDUM (Memo)
A memorandum is a short-written report or a form of correspondence / communication that is
used within an organisation to repay/share information from one person to the other (s) or
from one department to another.
A memo is often used among other things to:
-report
-to inform
-to give instructions
-to pass on brief messages to members of an institution or organisation.
A memo can be sent between people, departments within organisations. This kind of
correspondence is sent through people, desk office delivery but not through postal services.
The format of a memo
It must include the following:
1. Name of organisation
2. The word MEMORANDUM
3. A date in full
4. To: the person or people to which the memo is addressed and their titles (positions)
5. From: the writer’s signature, full names, and position
6. Carbon copies- (CC) if people other than those whom the memo if addressed must
receive copies of the communication, they must be written under CC. CC stands for
carbon copy which lists names, positions of other people to receive such information.
7. Reference number: A number attached to the correspondence for purposes of filing
information and for future reference.
8. Subject/heading: there should be a clear subject which comes before the first
paragraph. It summarises what the communication is about.
9. The opening paragraph-it summarises the purpose of the memo.
10. The body: it outlines the main issues. This is where the students are expected to
develop the guide notes fully. Each guide note must be developed in its own
paragraph.
11. The concluding paragraph: it gives further direction about action to be carried out by
recipients.
12. End the memo with words Thank you.
FORMAT SAMPLE
Molefi Senior Secondary School
A Memorandum
Date: 7 March 2023
To: Debate club members
From: etidimatso
Ednah Tidimatso
Chairperson -Debate club
CC: The Deputy School Head
The Debate Patron
Ref Number: D-1/2023
Subject: An invitation to a meeting
Opening paragraph- state the reason (s) for writing.
Body: Develop guide notes. Remember to write using appropriate register for the task you
have been instructed to respond to. You must write five paragraphs for 5 guide notes.
Concluding paragraph: give further direction.
Thank you.
Practice question
A company is struggling financially, and it is struggling to pay its employees. As the manager
of the company, write a memorandum to the employees informing them of possible
retrenchment.
Use the following points and your own details:
When the problems started.
What have you been doing as a company to rectify the situation.
How many people are likely to be retrenched.
Which departments will be affected.
How the company intends to help the retrenched.
Your answer should be between 200 and 250 words.
A SAVINGRAM
A savingram is a form of communication that is directed to a specific audience or a group of
people such as employees. A savingram has the same format as the memo. You use it to write
to people outside your organisation. The only difference with the two is that a savingram is
supposed to have contact numbers.
FORMAT SAMPLE
Ministry of Basic Education
A Savingram
Date: 13 March 2023
To: All School Heads-Secondary
Kgatleng Region
From: etidimatso
Ednah Tidimatso
Permanent Secretary
CC: The Director-Kgatleng region
Chief Education Officer- Kgatleng Region
Ref Number: D-1/2023 Tel: 3923000
Fax: 3920000
Subject: Covid 19 Precautions
Opening paragraph- state the reason (s) for writing the savingram
Body: Develop guide notes. Remember to write using appropriate register for the task you
have been instructed to respond to. You must write 5 paragraphs for 5 guide notes.
Concluding paragraph: give further direction.
Thank you.
Practice question
You are a director of Central Transport Organisation – CTO in Kgatleng Region. There is
acute shortage of fuel at CTO.
Write a savingram to government departments informing them about this and how it will
affect day to day running of the departments in general.
Use the following information and your own details:
The cause of the shortage
Contingency measures departments may take during this time
Departments that will be given preference in terms of distribution of available fuel.
The impact this shortage may have on different departments
When the situation is likely to be normal.
Your answer should be between 200 and 250 words and grammatically correct.
A NOTICE
A notice is a written or printed statement that gives information or warning to people within
and outside an organisation, for example, notice about a meeting, an obituary notice in the
newspaper. A notice is meant to pass a message in quickest and simplest way possible,
therefore, the message ought to be short, sharp and to the point. The language use depends on
the audience. A notice may appear in a newspaper or notice boards. Some may be for the
public hence PUBLIC NOTICE.
Layout/format of a notice
1. Writing to people within
Molefi Senior Secondary School
A Notice
Date: 7 March 2023
To: Form 5 Students
From: etidimatso
Ednah Tidimatso
Deputy School Head
\
Ref number: 24/v/2023
Subject: BGCSE registration
Opening paragraph
Body; develop guide notes. Each guide note to be developed in its own paragraph.
Concluding paragraph- give further direction
Thank you.
2. To people outside
Molefi Senior Secondary School
A Public Notice
Date: 7 March 2023
To: The Public
From: etidimatso
Ednah Tidimatso
School Head
Ref number: 24/v/2023 Tel: 3920000 Fax: 3921000
Subject: Auction sale
Opening paragraph
Body; develop guide notes. Each guide note to be developed in its own paragraph.
Concluding paragraph- give further direction.
Thank you.
Practice question
The school is planning to have an auction sale for used furniture from staff houses and offices
in the school. As the Supplies office, write to the public informing them about this activity.
Your notice which should not be less than 200 words should cover the following:
Background to the notice
Items to be auctioned and how long they have been in use
Terms of sale (methods of payment etc)
Date, time and venue of sale
Conditions of sale (those prohibited or exempted from the sale)
PRESS RELEASE
A Press Release is a short notice or announcement about a special event, emergency, or
urgent matter. It is written by a company or institution to the media, newspapers, radio, and
television stations. It gives information about events that took place recently or will take
place soon, for example, a tragic accident, to correct misconceptions or to announce new
office address etc. It is either written by a Press Secretary, Public Relations officer,
spokesperson or any other representative of a company or institution.
LAYOUT/FORMAT
Botswana Unified Revenue Service (The name of company/institution)
Press Release
Date: 7 March 2023
To: The public
From: P Monyake
Priscilla Monyake
Public Relations Officer
Tel: 3923444
Fax: 3923000
Email address: pmonyake@gmail.com
Ref Number: x001/B24/005
Subject: BURS new office
Introduction: state the reasons for writing the press release
Body: develop the guide notes in 5 separate paragraphs
Conclusion: Give further directions. For example, For further directions you can contact Ms
Priscilla Monyake or Thuso Tiego on their direct line: 3923444 or email them at
Burs@gov.bw
Thank you.
Practice question
You are an employee for a huge garment making factory which had recently been ravaged by
an inferno.
Write a press release about the incident to inform the public explaining fully what happened.
Use the following guide notes and your own details:
When the incident took place and what happened.
The number of people who were in the building at the time and the number of
casualties.
How has the premises been damaged and an estimate of the loss.
What will happen to the production and how long will the renovation be.
Assurance to the employees and customers.
Your answer should be between 200 to 230 words and grammatically correct.
