Author Topic: Format of Memos (Read 90131 times)

Excelsior · « **on:** February 11, 2004, 09:59:00 »

Never had to write one in my career so far...

And I lost my notes on the writing memo lecture.

Help me out.

Dano · « **Reply #1 on:** February 11, 2004, 10:25:00 »

I could not find any specific examples of a memo lecture.

But I will include some site‘s that I have found.
I hope it unclogs you‘re memory.

http://www.yorku.ca/cdc/lsp/

http://www.suite101.com/article.cfm/5381/34825

Search this site indepthly for examples:

http://www.suite101.com/

Excelsior · « **Reply #2 on:** February 11, 2004, 10:35:00 »

Um. I‘m talking about military memos.

Thanks anyways.

Teltech · « **Reply #3 on:** February 11, 2004, 11:11:00 »

Your company clerk should be able to help you. I find each unit likes to do things their own way. I think there is aan official way to do it, but it seems to apply to NDHQ only.

meni0n · « **Reply #4 on:** February 11, 2004, 11:15:00 »

Orderly room should have some memo paper.

Chop · « **Reply #5 on:** February 11, 2004, 11:21:00 »

Can anyone post a fake memo on here. That way we will all have one to relate to. It would be helpfull. I would but have not had to do one in many years so I would not want to guess.

Michael O'Leary · « **Reply #6 on:** February 11, 2004, 11:39:00 »

Off the top of my head:

___________________________________________

File Number (from unit OR or last 3 of Svc No and (Pers))

Date

Addressee

SUBJECT (all caps, underlined)

Refs: A. .....
B. ......

1. Body of text ......

2. Body of text ......

3. Body of text ......

M.Y. Name
Rank (abbreviated)
Position (abbreviated)
Telephone local

Enclosures: # (if needed)
______________________________________

Note:

a. If you are unsure of the overall impression of the memo, ask your unit clerk to read it over, checking for format and the way the content is presented.

b. Only use official abbreviations, if you are not absolutely sure it is correct, write it out in full.

c. Writing in the third person, though often seen, is not required. Writing in the first person is acceptable.

d. Include copies of the reference documents if there is any chance the recipient may not have copies already.

Mike

Teltech · « **Reply #7 on:** February 11, 2004, 11:43:00 »

For the last word...

A-AD-121-C01/FP-000

STAFF AND WRITING PROCEDURES FOR THE DEPARTMENT OF NATIONAL DEFENCE AND THE CF

(p 4-3-2 for sample memorandum)
ask for it at your orderly room

Ian · « **Reply #8 on:** February 11, 2004, 11:43:00 »

There‘s a website here that gives a basic outline, I‘ve used it to jog my memory when I have nothing else to use.

http://www.regions.cadets.forces.gc.ca/pac/rcis/MilWriting/Memos.htm .

But really, it doesn‘t go into any detail so I would only use it to jog your memory on the extreme basics.

Teltech · « **Reply #9 on:** February 11, 2004, 11:49:00 »

Found a better one:

http://www.cadets.net/docushare/dscgi/ds.py/View/Collection-2887

Hope you have high-speed - 5M+ for some files!

Excelsior · « **Reply #10 on:** February 11, 2004, 12:08:00 »

Thanks.

Ian · « **Reply #11 on:** February 11, 2004, 13:02:00 »

Great site, Teltech, thanks for posting that.

a Sig Op · « **Reply #12 on:** February 13, 2004, 12:17:00 »

Quote

Originally posted by Michael OLeary:
[qb] Off the top of my head:

___________________________________________

File Number (from unit OR or last 3 of Svc No and (Pers))
[/qb]

Forgive my brain fart, but can anyone explain in greater detail the file number? Never could quite figure it out.

CheersShag · « **Reply #13 on:** February 13, 2004, 12:53:00 »

I think a file number would indicate that the memo is pertaining to something that is already occuring, hence it has a file.

So it would depend on what your memo is about.

That‘s speculation however, but I vaguely remember on the last memo I submitted I asked if it needed a file number they said "no" because it was a memo unrelated to anything else already underway.

a Sig Op · « **Reply #14 on:** February 13, 2004, 13:24:00 »

Ahhhh... which explains why I‘ve never been questioned about my lack of a file number...

CheersShag · « **Reply #15 on:** February 13, 2004, 14:58:00 »

That‘s just speculation on my part though, there must be a clerk on the site who can clarify that.

Hatchet Man · « **Reply #16 on:** February 13, 2004, 16:27:00 »

I work in an orderly room (though i am not a clerk) and the file number part is a kinda code (not sure that is the best word to describe it), that identifies who wrote the memo (or at least their posisition). Also higher level memo have a distibution list. When I go back to work Monday I will pull an example off the DIN and copy it here.

MJP · « **Reply #17 on:** February 13, 2004, 18:45:00 »

File numbers on memos indicate what they pertain to....

They are usually indicate a common theme among the messages/Memos.

IE:
5500 is the file number for exercises
5500-1 Patricia Ram
5500-2 Patricia Raider

Units usually hold a master binder/list of all file numbers and their corresponding meanings.
But for most Memos especially member specific ones the file number is 1000-1 or Pers (last three..IE: Pers 872

MJP · « **Reply #18 on:** February 17, 2005, 16:05:20 »

I've included three examples of memo formats. First two are the basic generic memos with the second one being an example. The third is a more in-depth memo that includes where to put annexes, enclosures and distribution lists.

Keep in mind I'm not an admin god and there may be small minor mistakes, if you notice one let me know so I can fix it.

Lone Wolf AT · « **Reply #19 on:** February 17, 2005, 20:44:00 »

Nice I've been looking for something like this for awhile.

Sundborg · « **Reply #20 on:** February 18, 2005, 13:35:51 »

Perfect! I had to search the internet for a friend to find a memo template the other day and wasn't able to really come up with one like this.

Excellent template.

Junius · « **Reply #21 on:** February 28, 2005, 22:06:54 »

If possible can you edit those 3 fiels to include comments, like grey italics describing what each line means?

Just looking at it doesn't tell me if I need to put "PERS 321" on my memo, ya dig?

Excelsior · « **Reply #22 on:** March 08, 2005, 21:30:20 »

Thanks for your efforts on this. It'll be handy.

Get Nautical · « **Reply #23 on:** May 17, 2005, 19:29:42 »

Test yourself, how good are you at writing Memorandums
http://www.regions.cadets.forces.gc.ca/pac/rcis/MilWriting/Memo_Test.htm

This is Pac Region (Cadets) Filing System
http://www.cadets.net/pac/support/pdf/file_index.pdf

combat_medic · « **Reply #24 on:** May 25, 2005, 14:09:46 »

One last question, does anyone happen to have handy the proper format for a Memorandum minute? It's been a while since I've done one.

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Author Topic: Format of Memos (Read 90131 times)

Ian

Ian