1. when do you use memorandums?
-to request things (ie activities or supplies)
-to hold meetings
-suggest changes (to squadron or anything associated with the squadron)
-confirm decisions
2. ABC's
Accuracy: the information must be correct
I.E. for equipment, state the size, amount, size colour etc
Brief: say only the necessary things and make sure that the important facts are included. This prevents the reader from becoming confused by the content.
Clear/Concise: the memorandum has been edited for gramatical and spelling errors. The sentences are understandable, the sentences are short using language everyone can understand.
3. The difference between a letter and a memorandum
Memorandums are short, informal, asking for information
Letters: are more formal and usually longer.
4. File Reference Numbers:
1085-1 Cadets-General
1085-24 Cadets - Summer Training
1086 Cadets - Air Specific
1086-13 Cadets - Air - Competitions and Trophies
1086-14 Cadets - Air - Visits and Inspections
1086-20 Cadets - Air - Training
1086-22 Cadets- Air - Training Courses
This is the Template for a Memorandum (Do not include the information in Brackets and RED):
MEMORANDUM (Centered, on the top of every memorandum)
TO: WO2 Grant (who you are sending it too, if there are more than three write "See Distribution List" (included at the end of the memorandum))
FR: WO2 Grant, S.G. Depcom (your name and position)
DA: 24/OCT/2011 (The Current Date)
RE: How to write a Memorandum (the topic of the memorandum)
DA: 24/OCT/2011 (The Current Date)
RE: How to write a Memorandum (the topic of the memorandum)
_________________________________________________________________________________
(This is the message section, this is where you convey your information)
This is to inform Cadets in the squadron on the proper technique of how to write a memorandum. The following information is the format:
1. Memorandums should have the above information on EVERY memorandum
2. The information in the Message section should be concise.
3. Be sure to include contact information.
4. if there are attachments mark them as "Annex (A-Z)"
5. be sure to include "Any Questions can be directed to the undersigned".
6. Any Questions can be directed to the undersigned.
(BE SURE to include the following information):
YOUR NAME
YOUR RANK
YOUR POSITION
The ANNEX SECTION (if applicable)
ANNEX
Annex A Links to memorandums (example there is no annex)
the DISTRIBUTION LIST (if there are more than three recipients)
ACTION LIST (under the header ACTION) - (these are the people who carry out the duties described in the memo.
ACTION
WO2 Grant
Flight Commanders
Flight Sergeants
INFORMATIVE LIST (under the heading INFO) - (these are the people who need to be informed of the tasks i.e. officers and senior ranks).
INFO
Trg. O
Flt. O
Admin
SWO
Below is a Memorandum WITHOUT any brackets
MEMORANDUM
TO: SEE DISTRIBUTION LIST
FR: WO2 Grant, Depcom
DA: 24/OCT/2011
RE: How to write a Memorandum
DA: 24/OCT/2011
RE: How to write a Memorandum
_________________________________________________________________________________
This is to inform Cadets in the squadron on the proper technique of how to write a memorandum. The following information is the format:
1. Memorandums should have the above information on EVERY memorandum
2. The information in the Message section should be concise.
3. Be sure to include contact information.
4. if there are attachments mark them as "Annex (A-Z)"
5. be sure to include "Any Questions can be directed to the undersigned".
6. Any Questions can be directed to the undersigned.
S. Grant
WO2
Depcom
ANNEX
Annex Example Memorandum without brackets
DISTRIBUTION LIST
WO2 Benton
F/SGT...
F/SGT .;..
F/SGT ....
F/SGT ...
F/SGT ...
ACTION
WO2 ....
F/SGT ....
INFO
Flight Sergeants
WO1 ....
That format should save you a lot of time on all your memorandums. Try to keep them compact.
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