A memorandum (term from Latin, which in Spanish admits the expression ‘memorandum’) is a document that generally circulates in the field of offices and other work contexts, through which information is given about something or some specific instruction is given to the members of the organization.
Although it could be a communication or message in any form, the question of its formal structure gives the memorandum great utility, because the message is clear and because its publication is registered, which establishes the sending of this communication.
The memorandum is, within the human resources documents of the companies, one of the least formal, since it has a purely internal vocation, but it is not for that reason unimportant, on the contrary, it constitutes something that must be remembered, and it is very important for the receiver to take notice of what is being said at that moment.
Although a memorandum is relatively informal, it usually has an organized structure as follows:
- a letterhead that identifies the company or organization,
- the name of the document,
- a number,
- the date,
- the heading,
- the text,
- a farewell and
- the sender.
Eventually, different annexes and copies may also appear, as well as the signature and hierarchical position of the sender, to record their responsibility.
The memorandum can also be signed between different companies or organizations, even between countries, becoming called a ‘memorandum of understanding’, which in practice is like an agreement. Its signature is the explicitation of the will of the parties to carry out certain actions that will lead, for example, to the signing of a commercial contract, which for some reason cannot be put into practice at the time the memorandum is signed. .
It is a declaration of wills or intentions, with greater ethical value than binding legal effect for the parties. The memorandum of understanding can also be signed by public companies, including by countries seeking to meet short-term diplomatic objectives.
Below are sample memos (some have been shortened).
memorandum examples
- Quito, January 19, 2009
MINEUR SA Los Frutales Avenue No. 130
Quito, Ecuador
To: Luis Fabián Díaz, Operator
From: Eng. Mario Cesar Vallejos
Subject: Serious disciplinary offense
You are hereby informed that you will be penalized for events that occur between you and a co-worker during business hours. He is summoned to the office of the Head of Human Resources to make his release.
Sincerely,
Eng. Mario Cesar Trinidad, Plant Supervisor
- Mexico DF, October 13, 1995, ALCALANA SA, Paseo de la Fortuna 205, Iztapalapa, Mexico, DFCP 09010, Memorandum – To: Claudio Ledesma, Head of Human Resources, From: Damián Leyes, Subject: Year-end meeting.
The working group of this company will hold its annual meeting on December 15, 1995. This day will consist of a debate about the ideas that will allow the improvement of the service offered by our organization. It is imperative that you attend as well as that of each one of the members of the group.
Yours sincerely, Damián Leyes, General Manager
- Igesar Corporation
Memorandum No. 001
Lima November 26, 2012
For: Mr. Sergio Ortiz – Maintenance area, Subject: Tardiness
You are hereby informed that on November 25 of this year you have committed a mistake by arriving late to this company. I remind you that the time to enter your work area is at 11:00 AM and you have a maximum tolerance of 10 minutes. As it is the first time that this offense has been committed, this memorandum will be restricted to a warning. If this fault is repeated, the company will take the corresponding actions.
Sincerely
Martin Ramírez Galván, Plant Supervisor
- ARTICLE 1 — Approval of the “Memorandum of Understanding between the Government of the Argentine Republic and the Government of the Islamic Republic of Iran on issues related to the terrorist attack on the AMIA headquarters in Buenos Aires on July 18, 1994”, consisting of nine (9) articles whose authenticated photocopy in Farsi, Spanish and English languages, is part of this law.
- Memorandum of Understanding between Petróleos de Venezuela, SA and Petroperú: Hereinafter PDVSA and PETROPERU, may be referred to jointly as “The Parties”, and individually as “The Party”, agree to enter into this Memorandum of Understanding (also referred to hereinafter as the “Memorandum”), in accordance with the following clauses: .
- The purpose of this Memorandum of Understanding is to join efforts to design, develop and implement joint actions in Colombia, in (specific topic) and support the productive initiatives of Colombians with the guidelines of SENA, contributing to the reduction of poverty, through the development of activities and projects that allow economic and social growth in Colombia.
- DP MEMORANDUM. P.J. No. 07
For the knowledge of the Directors, Staff and Delegates of the DPPJ.-Produced by: Dr. Pedro E. TrottaProvincial Director
La Plata, April 14, 2009.-
OBJECT: INSTRUCTIVE ACTION OF THE DPPJ FOR RE-REGISTRATION.- THIS REPLACES THE DPPJ MEMORANDUM Nº 0035 of December 2, 2008.-
Given the expiration of the term decreed for the re-registration of commercial companies and civil associations (Provision no.- 70/08), and the provisions of Resolution no. 08/15 of the Ministry of Justice and Provision no. 08/5; as well as the instructions that were provided by means of memorandum no. 035 of December 2, 2008, and having elapsed since the issuance of the latter, sufficient time for the companies to adapt their presentations, as well as to contemplate special situations; This document is issued so that the procedures are adapted to the following instructions:
- DPT MEMORANDUM – 005
Barranquilla, August 8, 2012
TO: Miss Mirlis, Martinez,
FROM: Department of Continuing Education
Subject: Seminar
In response to your request, we inform you that the Customer Service seminar in which you are interested begins on August 12 and ends on August 15, continuously from 9:00 a.m. to 3:00 p.m., its cost is $80,000 and includes snacks and memories of it.
Sincerely,
Department of Continuing Education
- MEMORANDUM 06-19-2014. District Treasury Secretary Date: June 19, 2014 To: Miriam Güiza Patiño, Head of Liquidation Office; William Bohórquez Sandoval, Head of the Oversight Office, Production and Consumption Tax Sub-Directorate. From: Tax Legal Deputy Director Reference: Your query filed with No. 2013IE31361 of 11-29-2013. Territoriality of the Industry and Commerce Tax, in the exercise of commercial activity in other jurisdictions. Pursuant to paragraphs b and c of article 30 of District Decree No. 545 of December 29, 2006, this Sub-Directorate is responsible for the general and abstract interpretation of district tax regulations, maintaining the doctrinal unity of the District Tax Directorate of Bogotá – DIB-. Hello Atte. Miguel Gomez, Auditor.
- MEMORANDUM TO: Dr. Patricia Rivera Rodríguez Undersecretary of Corporate Management From: Dr. Ernesto Cadena Rojas Director of Legal Affairs Date: January 14, 2009 SUBJECT: Response to the request for review and approval of the draft resolution by means of which resolution 498 of the December 9, 2009. Respected Doctor: The Legal Affairs Department responds to the request for review and approval of the draft resolution by means of which resolution 498 of December 9, 2009 is modified, where an appointment is made in trial period and an appointment is declared invalid.
- Memo-003. To: Carlos Villanueva Fuentes, Accounting Assistant. From: Remberto Suárez Arteaga, GENERAL MANAGER. Subject: Dismissal. Due to the complaints on repeated occasions due to his lack of relevance and dedication to his work, management informs him in the most cordial way that he must go to the human talent department to pick up his dismissal letter, next August 9 at 7:00 a.m.
- Magdalena del Mar March 07, 2013 GFE-2013-225 To: Electric Generation and Transmission Division – Tariff Regulation Deputy Management From: Electric Supervision Management. Subject: Analysis of Comments made by the SEIN Agents to the pre-published Draft of the Technical Procedure “Entry, Modification and Withdrawal of Installations in the SEIN Reference: Memorandum GART-0106-2013 SIGED File 201300035662 It is a pleasure to address you to greet you and transfer you attached the Technical Report UGSEIN- 96-2013, related to the matter, as requested in the reference document. The aforementioned Report was sent to the user UTD_GART (GART Documentary Procedure), through the SIGED in the reference file. Sincerely, Martín Vázquez, Manager.
- MEMORANDUM OF UNDERSTANDING RESEARCH, DEVELOPMENT AND INNOVATION SYSTEM INNOVATION SUBSYSTEM FOR THE USE AND APPROPRIATION OF ICT IN THE GOVERNMENT, Republic of Colombia – Bogotá DC, February 2014 Ministry of Information Technology and Communications Memorandum of Understanding Copyright: Ministry of Information and Communication Technologies Live Digital Plan: Hugo Sin Triana – R+D+i Leader With the collaboration of CINTEL. NATIONAL LEGAL OFFICE
- 14) Memorandum 468. Date: Bogotá, DC, May 8, 2007. To: Doctor Alba Esther Villamil Ocampo. National Personnel Director. Dr. Margarita Maria Salazar Roldan. Head of the Delegate Office for Personnel Affairs, Medellín Headquarters. Reference: her official letters DNP-518 and DPM-0384 of 2007. Request for concept on Abandonment of Office.
Respected Doctors: In attention to the letters of reference, through which the unification of criteria is requested with respect to the application of the judgment C-1189 of 2005 of the Constitutional Court and the procedures that must be carried out to separate the officials for administrative abandonment of the position, I inform you of the following:
- MINISTRY OF ENERGY MINES Memo-1157-2014/MEM-DGAAE Sr. EDWIN EDUARDO REGENT OCMIN Director of the DGAAM-GENERAL DIRECTORATE. DE ASUNTOS AMBI SUBJECT REMISSION OF TECHNICAL OPINION REFERENCE: File No.: 2415186 DATE 10/29/2014 18:45 I am pleased to address you, in order to send you the Definitive Technical Opinion on the evaluation of the lifting of observations of the Partial Abandonment Plan of the DB5 Liquid Fuel Storage Tank of 66,326 gallons, presented by Consorcio Minero Horizonte SA (Direct Consumer), in this regard, Report No. 630-2014-MEM/DGAAE/DGAE/RCS/MSB is attached. Sincerely, EDWIN EDUARDO REGENTE OCMIN.
- Asuncion, September 30, 2014
TO: EXC. PRESIDENT OF THE RCA. AND COMMANDER IN CHIEF OF THE FF.AA. OF THE NATION
MR. HORACIO CARTES JARA
FROM: PRESIDENT OF THE CIRCLE OF OFFICERS…