A memorandum is usually defined as a communication document that states a business proposal, instructions, or a reminder. Here, a template for the same has been provided that will help you to draft one for yourself.
A memorandum or a memo tends to have a very versatile and broad meaning. The usage of this term is also very broad and versatile, with several meanings and senses being attached to it. There is no specified format for the same, and the contents and facts change from context to context. Some specified documents have a legal format that is to be strictly followed when the drafter formulates or drafts them.
Though not exactly a contract, it is a document that contains a certain legal force as the parties that are involved in it always provide a sanction, the seal, and signature on the document or any related document that implies or conveys the consent of all, or either parties gives the memorandum a substantial backing. Let us imagine: a cartoonist working for a newspaper is preparing to go for a set of tours and shows. In this case, his employing company can issue him such a document, stating that he cannot redraw an image that has already appeared in the newspaper in the due course of the tour. This is a perfectly valid memorandum, wherein it is based upon another contract, i.e., the employment contract.
The second example is that of two companies collaborating for a certain project. Here, in due course of business, employees of the companies would use these documents to communicate the different aspects of the business. The memorandum even in such a case carries a legal force. In certain cases, these also flow within companies to maintain the work consistency of the employees. Thus in short, this document is a communication tool that carries a certain weight. It has to be written by default.
Here is a small template of the memorandum, which you can download, modify, and use while writing one.
Here is an explanation to this general format:
- A letter head is important as it not only enhances the presentation but also brings about a certain consistency in the communication and also makes the document more formal.
- The communication information is for the interoffice convenience of the receiver as it reaches the receiver’s desk properly. Apart from this, details such as subject and date add to the convenience of the receiver.
- The next aspect is the purpose. It is usually written in a very small paragraph and is the central aspect of the memorandum. This paragraph, though short, contains the principal aspects of this important document.
- The next paragraph is that of the background discussion of the entire document.
- The last part is of course conclusion and some later remarks.
This document should be best presented in a crisp, precise, and absolutely clear language. One should avoid giving alternatives and any vague figures or statements.