An internal memo is an internal document through which communication between employees takes place in official written form. Its content boils down to instructions, completing some tasks, etc., that is, work issues. Despite the fact that writing a memo is not a difficult matter, and is not regulated by very strict rules, nevertheless, you need to know them. In this article we will consider the procedure for compiling this documentation, types, etc.
Characteristic
The nature of the memo is informational and reference, which means it contains certain notifications, messages, instructions, etc. The issues raised in it relate to the specific employee to whom it is sent. In other words, a memo is a communication toolkit within an enterprise.
Note: the mandatory nature of the memo has not been established. This is an additional document, although orders and instructions can be drawn up on its basis.
Practice
A memo is considered a frequently used document, but at the same time, it is not included in the list of officially classified management papers. Widely used, it becomes a communication at the horizontal level: that is, it is compiled by an employee of one department to convey a request or proposal to an employee of another.
Important: the statuses of control objects between which communication is made through a service note must be equivalent. Otherwise, the document is considered not an official memo, but a report. 
Purposes of use
A memo for work can be used in various cases.
Here are some examples:
- for employee bonuses;
- to send an employee on a business trip;
- message to the logistics department regarding equipment malfunction;
- notification to the head of security from the head of any other department about the need to allow unauthorized persons (not employees) into the company building, indicating the reasons;
- a request in the form of a memo sent to the accounting department for the allocation of material resources for certain needs, etc.
Individual cases of drawing up memos
Although a memo is considered internal paper, one of its varieties is a document sent to the certification commission. However, the use of notes solely for work communication is still more common. 
How to write a memo?
The basic rules for writing a memo are the same as any other. They include writing on an A4 sheet, instructions from whom and to whom it is sent, certification with a date and signature. But how to write a memo that meets all the requirements?
- in the center (location on the left side of the sheet is also allowed) you should write the corresponding name of the document;
- There are two options for writing the date - both completely in Arabic numerals and indicating the month in words;
- in the title you can add a brief description of the contents of the document to the main heading;
- information about the sender and recipient must be complete: first name, last name and patronymic, full name of the position and department (division) to which this position is attached.
The answer to the question of how to write a memo includes not only the details and attributes of this document, but also what its content should be.
The paper in question does not require a presentation of the essence of the problem in a very dry and official language - a free narrative is allowed, however, specifically reflecting the reason for writing.
The content is usually divided into two parts. The first of these is called the preamble. It briefly talks about what prompted the writer to both write the memo and send it to a specific employee. 
The second part is considered the main part; it is also larger than the preamble. This text includes a statement of the request or proposal itself. You can add an analysis of the situation, conclusions and results to it.
Form
Some companies, when asked how to write a memo, simply provide their employees with a special form. But, it should be noted, this is not a mandatory unification - GOST provides only advisory provisions (regarding fonts, size and spacing) without an approved sample. However, if this exists in a particular company, it is better to stick to it.
Office and memos
A little higher in the note it was stated how official memos and memos differ. But many people still tend to confuse them with each other.
The most common mistakes are:
- a memo regarding an employee from the employee to the boss (in fact, a memo);
- on salary increases;
- about promotion.
The last two imply circulation not at a horizontal level, but vertically, which negates the definition of a memo.
Important: the division of memos into reports and explanatory notes is a priori incorrect.
Registration
All official notes are registered in the registry. Depending on how the document flow is organized in each specific company, this can be done either by the one who compiled the paper or by the one who received it. In any case, this comes down to the fact that the memo is assigned a unique number, which should be indicated in its text. 
Sample memo
"Sales Department, Director of the Information Technology Division V. A. Kutsak
Service memo
№ 19-43/102
From April 13, 2015
About testing the PC status for its performance
Starting from 04/10/2015, the personal computer of sales department employee Maksimenko R.D. has been experiencing regular malfunctions, namely: rebooting without issuing this PC command, problems with turning on/off, as well as screen flickering. As a result of the above, I ask the specialists of your department to carry out the necessary diagnostics in order to detect the causes of problems, as well as to successfully eliminate them. I propose to document the results of the testing in writing, with a summary of further actions: repair or replacement of the machine.
Let's assume that it turns out that the PC cannot be repaired. In this case, we issue a memo to write off the equipment.
Example of a note for decommissioning equipment
"Sales Department, Director of the Materials and Technical Department M. A. Oleynik
Service memo
№ 21-45/104
From April 16, 2015
About writing off an inoperative PC
Starting from April 10, 2015, regular malfunctions occurred on the personal computer of sales department employee R.D. Maksimenko. As a result, diagnostics carried out by specialists from the information technology department showed the following: the PC should not be further used. In this regard, I ask you to write off the above equipment due to inoperability.
Head of Department L. A. Kudryavtsev"
In addition to it, you will need another note - to replace decommissioned equipment. 
Note on equipment replacement
"Sales Department, Director of the Materials and Technical Department M. A. Oleynik
Service memo
№ 22-46/104
From April 17, 2015
About replacing a broken PC
The personal computer of the department specialist, R.D. Maksimenko, was written off and needs to be replaced due to its inoperability (according to document No. 20-44/103 dated April 15, 2015). Please provide new equipment that matches the parameters of the decommissioned equipment. Please notify me of completion in writing. Attached to the note is a report from the information technology department on the diagnostics performed and its results.
Head of Department L. A. Kudryavtsev"
Finally
Usually writing a memo does not cause problems. This internal document is a fairly common means of communication between different levels of management. Conditional obstacles can only be caused by “confusion” between memos and official memos (the article indicates how they differ).
In some companies, the preparation of official memos occurs exclusively according to the entered and approved template (in this case, it is better to stock up on special forms for them), in others, it is more than free.
When composing this document, you should be guided by the same rules as for other papers - font and spacing according to GOST, date and signature for the validity of the note. 
In general, a memo is a very convenient tool, which is not difficult to master and, when used correctly, coordinated and clear work of a team of organizations is observed. It helps maintain a cohesive connection between departments and also strengthens the structure they constitute.
The main volume of documents ensuring information exchange between organizations and structural divisions consists of: certificates, reports and explanatory notes, summaries, reports, acts, letters, telephone messages. The information contained in these documents may encourage action or may only be taken into account. Let's look at the differences in composition and design memos, memos And certificates.
Reports And office notes- These are, as a rule, internal documents of the organization. They are of an auxiliary nature in relation to organizational and administrative documents. The Brief Dictionary of Types and Varieties of Documents, developed by the USSR Main Archive, VNIIDAD, TsGADA in 1974, provides definitions of these documents, from which some differences in their purpose follow:
- Memorandum- a document addressed to management, setting out any issue with the conclusions and proposals of the originator.
- Service memo- a note about the performance of any work sent by one official to another.
Memorandum
Memorandum(unified form code 0286041 according to OKUD) is compiled to inform management about the current situation, facts that have taken place, etc. and encourage you to make a decision.
Reports may also be purely informational in nature. Such notes usually contain information about the progress of any work. Reports report on the implementation of tasks, plans, instructions, and work. Thus, memos provide connection of control objects at the vertical level- from bottom to top, that is, sent from a lower official to a higher official.
Depending on the recipient memos can be:
- internal , those. sent to the head of a structural unit or institution, and
- external - addressed to higher authorities.
Internal memo
Internal memos compiled on a standard sheet of paper, but indicating all the necessary details, located in accordance with GOST 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for drawing up documents." Such details include:
- name of the structural unit;
- type of document (REPORT);
- date of;
- registration number;
- title to the text;
- text;
- destination;
- signature of the compiler (indicating the position).
The text of any information and reference document is formatted in Times New Roman font, size 14, with 1.5 spacing.
Preferably at checkout memorandum use the angular arrangement of the header details (however, this requirement is not strict). Examples of header layout internal memo two ways:
In internal memo in the upper left corner is the name of the structural unit - the author of the document.
The name of the type of document is written in capital letters (REPORT) and can be located in the center or from the border of the left margin (depending on the chosen method for positioning the header part of the document) with 2 line spacing.
Date and index memorandum are written on one line. The date is written in Arabic numerals, for example 02/02/2006, or alphanumeric, for example 02 February 2006. external memo this is the date it is signed and usually sent. Date internal memo there will be a date for drawing up and signing.
Registration number on internal memo is affixed either at the place of compilation or at the place of receipt, depending on the registration system that operates in the organization. By revising memorandum interested parties, approval visas are affixed to it, and after a decision is made, the manager’s resolution is affixed. The adoption of a resolution is the final stage of consideration memorandum.
Memorandum may have a title that briefly reveals the contents of the document. Title of the report is formulated according to the general rules for compiling headings for documents: using the preposition “o” and a verbal noun in the prepositional case. For example: “about the translation of O.V. Koroleva. to the accounting department."
IN text of the report two parts clearly stand out. The first part reports the facts that served as the reason for drawing up the document, and the second sets out specific conclusions, requests and proposals. Text of the memo may consist of three parts. In this case, the first part (stating) will outline the reasons, facts or events that served as the reason for writing it, the second part will contain an analysis of the current situation, possible solutions, and the third will contain conclusions and proposals for specific actions that need to be taken, according to the compiler memorandum. Memorandum can be presented in text and tabular form or a combination of both.
If there is an application, then a note about it is made before signing:
External memo
External memo drawn up on a general form and signed by the head of the organization. In this case, the full or abbreviated name of the parent organization is used in accordance with the organization’s charter. The name of the author organization is located below.
Service memo
In the All-Russian Classifier of Management Documents (OKUD), there is no such type of document as “ Service memo" However, this type of document is widely used in management practice. In this connection, we propose to issue “ Service memo» in accordance with the requirements of GOST 6.30-2003 “USD. USORD. Requirements for the preparation of documents” for the purpose of uniformity in the preparation of management documentation.
Office notes, Unlike memos, provide communication between control objects at the horizontal level, that is, compiled by an employee or head of a department addressed to the head or specialist of another department. It should be remembered that office notes are usually sent from one manager to another or from one employee to another only if their official status is equivalent, otherwise it will be memo.
Usually, office notes are compiled on issues of logistics, information, organizational and economic support. Office notes- this is a kind of correspondence between structural divisions. They usually contain a specific request or proposal. Service notes are drawn up the same as reports.
An example of a memo:
Reference
Information memos often replaced with a document such as a certificate, and vice versa, which is illegal. A certificate is a document containing descriptions and confirmation of certain facts or events, including those of a biographical or official nature; unlike memos, it does not require any action from the manager.
Depending on the purposes of compiling the certificate, there may be:
- analytical,
- reporting or
- informational.
Analytical information contain information on an issue or problem that needs to be addressed. Usually analytical reports have a significant amount of text (up to 3 pages). Analytical help text consists of three parts. The first part sets out the basis for the compilation, the second contains an analysis of the situation or issue, and the third contains conclusions and proposals.
Reporting certificates contain generalizing summary information about the results of activities, therefore the title of the reporting certificate includes an indication of the period of time to which the information contained in the certificate relates, for example: Certificate on the volume of document flow of the enterprise in 2006.
Informational inquiries are compiled with the aim of informing management about the state of affairs and may have, for example, the following heading: Certificate on the progress of work under the contract with Luna OJSC. They are compiled upon request and submitted within the specified time frame.
Certificates, depending on the addressee, can be:
- external and
- internal.
External references are drawn up on the general form of the organization, signed by the head of the organization and contain the same details as memos.
Internal inquiries drawn up on a standard sheet of paper similar to an internal memorandum and signed by the head of the structural unit and/or a specialist compiler.
Text of both information and reporting certificates can be formatted in the form of a table and include sections and subsections (see example of an internal certificate in Example 6).
In preparation draft certificate it is necessary to carefully edit its content from the point of view of:
- completeness and reliability of facts and information;
- correct formatting of feedback means (address, telephone, etc.);
- dating accuracy;
- compliance with the signing level.
All this is necessary so that the certificate does not raise additional questions, much less subsequent explanatory correspondence.
Biographical or official certificates are used to certify any legal facts, for example, confirmation of a position, salary, place of residence, etc. If the situations for which certificates are issued are typical, the organization creates unified template forms.
Text biographical information begins with the indication in the nominative case of the surname, name, patronymic of the person about whom the information is being reported. The text of any certificate should not contain archaic phrases containing unnecessary words like “real certificate”, “really works”, etc. At the end of the certificate the name of the institution where it is being submitted is given. The certificate is signed by the persons who compiled it and are responsible for the data presented. Depending on the purpose of the certificate, this may be the head of the organization and the chief accountant or the head of the organization and the head of the human resources department. Such certificates must be certified by the seal of the organization.
An example of an official certificate:
To solve various production and organizational issues there is internal official correspondence. In the process of maintaining documentation, various memos are compiled.
These can also be reports, orders, etc. In most cases, these internal documents are very similar in nature of writing, only depending on the final purpose and reason for writing they have a different organizational and legal nature.
If the memo has a specific purpose or records expenses of financial resources, then it is necessarily attached to the general accounting statements (based on a specific fact, the accounting department records and carries out expenditure and income transactions).
Office memos of various types help to quickly resolve various current issues and are a supporting document of specific facts.
Depending on its type and nature of writing, official memos must be stored for a certain number of years (the terms can be from 1 year, 3, 5 years, or they can be stored permanently).
Requirements for preparing a memo
According to the legislative framework (GOST 6.30-2003 “Unified documentation systems” Unified system of organizational and administrative documentation. Requirements for document preparation”) the memo must have:
- an indication of who the document is directed to (an official, a structural unit or a specific organization);
- name of the addressee (specifically to whom the document is sent);
- title of the document (in this case, “Official Memo” is indicated);
- service note registration number;
- date of writing;
- title to the text (example: “On the purchase of stationery for the department”, “On disciplinary action”, etc.);
- the text itself;
- date and signature of who compiled the memo (the position must be indicated);
When writing a memo, you must adhere to the following rules:
- correct indication of all details;
- strictly adhere to the official writing style;
- draw up the document in the correct sequence;
Who can write a memo
The memo can be drawn up by both ordinary workers and the management of the organization. This is a document that regulates connection of objects with horizontal control.
Electronic document management
The main goals of writing memos are to solve current organizational problems related to economic management, material and technical base, information support, disciplinary action, etc.
Often, leading organizations use an electronic document management system to record various data and facts: programmers develop a special program, the organization’s work is registered using a login and password (these are provided by the HR department) and, by going to a certain section of the document management program, the employee selects the “Internal Note” section and already fills in the missing fields.
The ease of use of electronic document management has been appreciated by many companies because:
- the document number (its card) is automatically assigned;
- all documents are stored in an electronic archive (mainly by year);
- to search for a specific document, it is enough to know a minimum set of information;
- savings on paper and storage rental, etc.;
But many organizations still use paper media when writing memos.
The HR department often has ready-made examples of memos for various purposes, and the employee only needs to contact the responsible HR officer and indicate the reason for writing his memo.
Procedure for considering a memo
After writing a memo, it is registered by the responsible employees, then goes to the responsible persons for consideration (who note the fact that they have read it and put the appropriate notes) and after all this it is sent to the addressee. The addressee has already put his resolution (“Agreed”, “Rejected”, “Considered”, “Completed”, etc. Depending on the purpose of writing the memo and the final result of the action after the request by the company employee).
There are no strict legal requirements for writing memos, but you still need to indicate all the points correctly (in accordance with the general requirements of document flow).
Example of writing a memo
To the Director of Rostock LLC
Samelyuk Anatoly Petrovich
sales manager of Rostok LLC
Kuznetsova Oksana Ivanovna
(you can indicate passport details, residential or work address, employee personnel number, which is assigned upon hiring)
dated December 25, 2014
No. 31 dated December 25, 2014 (registration number)
Service memo
In connection with the extension of the business trip to Moscow, according to document No. 27 dated December 15, 2014: the duration of the business trip was supposed to be from December 17, 2014 to December 20, 2014, but the actual duration of the business trip: from December 17, 2014 to December 23, 2014 year, in connection with the solution of relevant organizational issues. A report on the work done was provided to the head of the sales department of Rostock LLC, Nikolai Nikolaevich Kramar.
Departure and arrival tickets are included. I ask you to allocate the appropriate amount of travel allowances - in the amount of 10 thousand rubles.
25.12.2014
Sales Manager at Rostok LLC
Kuznetsova O.I. (and personal signature).
If the memo occupies several A4 sheets, then each of them is numbered.
Indentations
When drawing up a memo on paper, you must adhere to the following indents:
- left indent (margin) - from 2.5 to 3.5 cm (place of document filing);
- right indentation - from 1.25 to 2.5 cm;
- upper indentation - at least 2 cm;
- bottom indent - at least 2 cm;
If we consider the general principles of writing a memo, then this document is of an exclusively auxiliary nature, specific information and thereby initiates a certain management decision.
An official memo is an information and reference document, a tool for business correspondence within an organization.
A memo is drawn up to highlight any business issues relating to the work of a department or a specific employee, the solution of which depends on another structural unit of the organization or employee.
The writing of memos, in contrast to memos, is carried out between structural units or employees of equivalent official status who are not directly subordinate.
For employee bonuses
An internal memorandum on bonuses is the basis for issuing an order to reward an employee; it is drawn up by the head of the department addressed to senior management, it sets out the reasons and grounds for the bonus, the data of the employee and the compiler. In order for the manager to consider it, it is necessary to register the note. After the decision on bonuses is made, an order is issued.
About salary increases
LLC "Company"
ORDER No. 25\10982 dated November 25, 2010
on increasing the salary of Ivanov V.A.
Due to the good sales performance of manager Ivanov V.A. based on the results of the first and third quarters of 2010
I ORDER:
1. Establish a salary for the manager of the sales department, Viktor Aleksandrovich Ivanov, in the amount of 25,000 (twenty-five thousand) rubles from December 1, 2010.
2. Chief accountant Vasilyeva A.V. Ensure timely payment of the salary specified in paragraph 1 of this order and other amounts calculated on the basis of it.
3. To the head of the personnel service G.I. Fedorov:
3.1. Make changes to the staffing table by setting the salary for the position of sales department manager at 25,000 (twenty-five thousand) rubles.
3.2. Conclude with Ivanov V.A. additional agreement to the employment contract dated [date of the employment contract] [No. of the employment contract] on establishing a salary in the amount of 25,000 (twenty-five thousand) rubles from December 1, 2010.
2.4. Familiarize V.A. Ivanov with this order. for painting.
General Director of LLC "Company"
Zhdanov V.V.
I have read the order ____________________ Vasilieva A.V.
The order has been reviewed by ____________________ Fedorov G.I.
The order has been reviewed by ____________________ Ivanov V.A.
The basis for a salary increase can also serve as:
- memo from the head of the department to which the employee belongs
— an increase in prices in the country and, as a consequence, the need to re-index salaries across the company — increase employee salaries
— assigning new job responsibilities to an employee.
About failure to fulfill duties
REPORT
04.10.2013 № 6Failure to fulfill official duties
I would like to bring to your attention that the forwarding driver Ivan Igorevich Sokolov did not present the car assigned to him (state number C 042 MK 83) for a scheduled technical inspection, thereby violating the provisions of the job description dated 10/06/2010.
In connection with the violation, I propose to reprimand I.I. Sokolov.
A report on failure to fulfill official duties is prepared on a sheet of A4 paper.
About irregularities in work
INFORMATION DEPARTMENT General Director
TECHNOLOGY LLC "Beseda"
REPORT
09.12.2014 № 10-23/158
Violation of labor discipline
I would like to inform you that yesterday, December 8, 2014, for 2 hours from 16-00 until the end of the working day, a specialist from the information technology department, Roman Viktorovich Fregatov, was absent from his workplace.
Supporting documents testifying to the validity of the reason for absence, R.V. Fregatov. not presented.
In connection with the violation, taking into account its repeated nature, I propose to Fregatov R.V. reprimand.
Head of Department E.S. Lyubimchikova
Based on the given samples of memos, it is now easy to create your own examples.
Evgeniya Polosa
For the purchase of stationery
The memo “For the purchase of stationery” sets out the facts of the production need for the purchase of a certain amount of stationery, and attaches a list of office supplies (name, quantity).
About the allocation of funds
Employee __________________________/_____________/
AGREED
Department head __________________________/_____________/
ATTENTION
Responsibility for accounting and storage of literature purchased specifically for departments lies with the heads of these departments.
Decision to allocate funds for the purchase of literature:
Supervisor
Corporate University ___________________________/___________ /
An amount of
Rubles ______________/_____________/“__”________200_g.
I undertake to provide sales and cash receipts, as well as unspent funds within the period up to 25 ____________ 200. ___________________________/___________/
Sales and cash receipts, as well as unspent funds in the amount of
Rubles _______________/___________/“__”________200_g.