4 CDI 5 PARTS OF MEMORANDUM

Summary

In this episode, viewers are introduced to the concept of a memorandum, focusing on its definition, purpose, and components. The script covers the structure of a memorandum, with an emphasis on the heading, body, and complementary ending sections. Key aspects such as letterheads, file references, and subject lines are explained, along with how they function in internal communication, especially within law enforcement organizations like the Philippine National Police (PNP). The session also highlights formatting details like paragraphing, abbreviations, and enclosures, providing a comprehensive guide for writing and understanding memorandums in a professional setting.

Takeaways

• 😀 Memorandums are brief internal communication tools used to convey important information within organizations, particularly in law enforcement.
• 😀 The PNP (Philippine National Police) utilizes memorandums to document operations, investigations, and administrative matters, ensuring transparency and effective communication.
• 😀 A memorandum typically includes several components, such as the heading, body, and complementary ending.
• 😀 The heading of a memorandum contains essential details such as the sender's address, file reference, date, subject, and recipient's address.
• 😀 The letterhead in the heading identifies the organization, often featuring logos, contact information, and sometimes a company slogan or promotional information.
• 😀 The file reference in the heading helps quickly locate and retrieve a specific document within an organization's filing system.
• 😀 Identifying initials are used in the heading to indicate the originator and typist of the memorandum, adding an extra layer of identification.
• 😀 The recipient's address in the heading is usually addressed to the agency's head or a specific individual by title, and the letter may also include an attention line.
• 😀 The subject line of the memorandum should be brief and concise, ideally containing no more than 10 words.
• 😀 The body of the memorandum contains the main message, formatted with proper paragraphing and often including abbreviations, references, and page numbering.
• 😀 The complementary ending includes the authority line (indicating the person authorized to sign the memorandum), the signature of the officer, and any enclosures or additional documents being sent with the memo.

Q & A

What is a memorandum and what is its typical purpose?

A memorandum is a short report often used for internal communication within an organization. Its typical purpose includes documenting investigations, conveying decisions or information, and providing details about specific meetings, projects, or policies.

Why is the format of a memorandum important in organizations like the Philippine National Police (PNP)?

The format of a memorandum is important because it ensures clarity, uniformity, and transparency in communication, especially in organizations like the PNP, where consistency is key for documenting operations and administrative matters.

What are the essential components of a memorandum?

The essential components of a memorandum include the heading, body, and complementary ending. These components provide structure and facilitate efficient communication.

What does the 'heading' of a memorandum contain?

The heading of a memorandum typically includes the office origin, file reference, identifying initials, date, subject, and address. It may also include a letterhead, contact information, and the organization's logo.

What is the purpose of a letterhead in a memorandum?

A letterhead serves as a crucial part of branding and professional communication, identifying the organization or individual sending the memorandum. It typically includes the company's name, logo, contact information, and possibly a slogan or tagline.

What is a file reference and why is it important in a memorandum?

A file reference is a unique identifier assigned to a document within an organization's filing system. It helps to quickly locate and retrieve specific files, ensuring efficiency in document management.

What does the 'body' of a memorandum include?

The body of a memorandum contains the main message, formatted into paragraphs. It provides the essential information and decisions, and may include abbreviations, references, and specific instructions.

How should paragraphs be formatted in the body of a memorandum?

Paragraphs in a memorandum should begin with a five-space indent. If there are multiple paragraphs, they should be numbered consecutively. Double spacing is used between paragraphs if no reply is expected.

What is the complementary ending in a memorandum?

The complementary ending consists of the authority line, signature, list of inclusions, and list of copies being sent. It finalizes the communication and provides necessary details about the document's approval and distribution.

What is the role of the authority line in a memorandum?

The authority line indicates the individual authorized to sign the memorandum on behalf of the chief or head of the agency. It reflects the will of the chief, and the signatory is identified by rank and designation.