A memorandum (often shortened as memo) is a short written message used within an organisation to communicate information between workers, departments, or branches. It is an internal means of communication — meaning it is used inside an organisation and not sent to outsiders.

A memorandum is usually less formal than a letter, but it is still an official document.

1. Heading – The word “MEMORANDUM” is written at the top of the page (usually in capital letters).


2. To: – The name or title of the person the memo is addressed to.


3. From: – The name or title of the person sending the memo.


4. Date: – The date the memo is written.


5. Subject: – A short and clear statement showing what the memo is about.


6. Message / Body: – The main content of the memo stating the information, instruction, or explanation.


7. Signature / Name of Sender: – The sender signs or types their name at the end.

MEMORANDUM
To: All Junior Staff

From: Head of Administration

Date: March 10, 2025

Subject: Cleaning of the Office Premises

All junior staff are reminded that the general office cleaning exercise will take place on Saturday, March 15, 2025, by 8:00 a.m. Prompt attendance is expected.

Signed:

Head of Administration

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Example 2: Memorandum

MEMORANDUM

To: All Teaching and Non-Teaching Staff

From: The Principal, Royal Crest Junior Secondary School

Date: March 10, 2025

Subject: Preparation for Second Term Examination

This is to inform all members of staff that preparations for the forthcoming second-term examination should commence immediately. Every subject teacher is expected to submit their examination questions to the Examination Committee on or before March 20, 2025.

All scripts must be typed using standard formatting, proof-read for spelling and punctuation errors, and printed neatly on A4 paper. Questions should follow the approved school format, which includes the instruction section, objective section, and theory section.

The Examination Committee will compile all questions into a central file for review and approval. Failure to meet the submission deadline may result in the exclusion of your subject paper from the examination schedule.

Furthermore, class teachers should ensure that all continuous assessment scores are up to date and recorded accurately in the mark books before the end of the term.

Your full cooperation is required to ensure that the examination process is smooth, transparent, and successful.

Signed:

Mrs. A. J. Oladipo

Principal

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1. It helps you to communicate quickly within an organisation.


2. It helps you to record important internal information for reference.


3. It reduces the need for long meetings.


4. It helps you to give instructions, reminders, or updates in writing.


5. It creates a written record that can be stored for future use.

1. Informative Memorandum: Used to pass information or updates.


2. Request Memorandum: Used to make formal requests within an organisation.


3. Confirmation Memorandum: Used to confirm decisions or discussions.


4. Directive Memorandum: Used to issue instructions or orders.

1. Keep the message short, clear, and direct.


2. Use simple language.


3. Write the subject line clearly.


4. Avoid unnecessary details.


5. Be polite and professional.


6. Always include To, From, Date, and Subject.


7. Proofread before sending or typing the final copy.

Meaning of Email

Email (Electronic Mail) is a modern method of sending and receiving messages through the internet. It is a digital form of communication that allows people in different places or organisations to exchange messages instantly using computers, smartphones, or tablets.

In business, email is used for official communication, sharing documents, and maintaining correspondence with both internal and external contacts.

1. Email Address: The sender and receiver must each have a valid email address (for example, adebola@gmail.com).


2. To: The receiver’s email address.


3. Cc: (Carbon Copy) – Other recipients who should also get a copy.


4. Bcc: (Blind Carbon Copy) – Recipients who receive the message secretly.


5. Subject: The main topic or purpose of the email.


6. Body: The main content of the message.


7. Attachments: Files, pictures, or documents added to the message.


8. Signature: The sender’s name, designation, and contact details.

To: principal@schoolmail.com
Cc: admin@schoolmail.com
Subject: Request for Stationery Supplies

Dear Sir,

I wish to request for additional stationery for the Business Studies Department. The current supply is almost exhausted, and we need new materials for the typing class.

Thank you for your prompt attention.

Yours faithfully,
Adebayo A.
Business Studies Teacher

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Example 3: Email

To: hr.department@brightfutureltd.com

Cc: supervisor@brightfutureltd.com

Subject: Request for Training Leave

Dear Human Resource Manager,

I hope this message finds you well. I am writing to formally request three weeks of training leave from July 8 to July 26, 2025. The purpose of this leave is to attend a professional development programme on “Advanced Office Management and Digital Communication Skills” at the Lagos Business Training Institute.

This training is directly relevant to my responsibilities as an Administrative Officer, as it will help me to improve my efficiency in handling correspondence, managing office records, and using digital communication tools effectively. The skills gained will also contribute to the overall productivity of our department.

During my absence, I have arranged with my colleague, Mr. Bamidele, to handle urgent administrative matters and ensure that no disruption occurs in the office workflow.

I kindly request management approval to attend this training and return to work on July 28, 2025. I would be grateful for your consideration and approval.

Thank you for your support.

Yours faithfully,

Ruth A. Adeyemi

Administrative Officer

Bright Future Limited

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1. It allows instant communication across long distances.


2. It saves time and cost compared to printed letters.


3. It allows documents and files to be attached easily.


4. It keeps a record of sent and received messages.


5. It is useful for both internal and external business communication.


6. It supports teamwork and information sharing.

Basis	Memorandum	Email
Form	Paper-based / printed	Electronic / digital
Use	Used within an organisation	Used within and outside an organisation
Speed	Slower (manual delivery)	Instant delivery
Cost	May require paper and printing	Very cheap or free
Record	Kept in files or folders	Stored digitally in email inbox/outbox
Accessibility	Limited to office space	Accessible anywhere via the internet

1. Very fast and convenient.


2. Can be sent to many people at once.


3. Easy to attach and share files.


4. Reduces paper use.


5. Keeps automatic records of messages.


6. Accessible anytime and anywhere.

1. Do not open emails from unknown senders (they may contain viruses).


2. Avoid sending rude or unprofessional messages.


3. Do not share personal passwords.


4. Use proper spelling, grammar, and punctuation.


5. Always use a clear subject line and professional tone.

8. Summary

A memorandum is a written internal communication tool used within an organisation.

An email is an electronic message sent over the internet, used for both internal and external communication.

Both are important tools for effective communication in business. Good communication through memos and emails helps you to save time, ensure accuracy, and maintain professionalism in office work.