Sample School Memo


Memorandum is also call memo.  It is written for internal communication for exchanging information circulating in an organization. According to Lesikar and pettit, “Memorandum is a form of letters written inside the business”. It is a short note or letter in which information exchanged among employees including superiors and subordinated in the same organization structure.

Below is an example of school memo:

School Memo

Date: September 15, 2006
To: Engr. Rhoda dela Cruz
Engineering Adviser
This College
From: Dr. Reynaldo T. Samson, School Administrator

  1. It has reached this office that you went together with the Engineering Education Trip last September 12, 2006 without official permission
  2. Please clarify in writing within 24 hours upon receipt thereof why no sanctions must be imposed on you for deserting your classes in September 12, 2006,\
  3. Need your explanation to this office.
  4. Failure to do so shall constitute a waive of your right to be heard.

Power Interruption Memorandum

To:  Head and Supervisors of PENELCO main office

From: Engineering Department

Date: August 1, 2014

Subject: Power Interruption

Please be informed that the Engineering Department is scheduling a power service interruption in the area are as follows:

PLACE: Balanga, Chowking Capitol, Crown Royale Hotel, Kinatawan Bldg., BPSU, Bataan Provincial Hospital, Dona Maria Subd. Sta. Maria village. Bo. Pc Site, Doña Angelina Subd. Camp Tolentino

DATE: August 3, 2014 (Sunday)

TIME: 8:30 am to 5:00 pm

PURPOSE: Replacement of rotten pole in front of Bataan Provincial Hospital

CUT-OFF: Sectionalizing cut-out at Tenejero, Balanga

Please be noted that we shall be putting them back into service as soon as the aforementioned activity is completed without prior notice.

Handbook Review Memorandum

University Memorandum

To: All Concerned Officials, Employees, Faculty and Students
Please see attached list

From:  University President

The final review of the PSU Student Handbook will be conducted on June 11, 2003, Monday, 2:30 in the afternoon at the Audiovisual Room.  As among the stakeholders of this handbook, you are hereby instructed to attend the said review.

The output of this meeting will then be referred to the University Academic Council for endorsement to the Board of Regents on its meeting on June 25, 2003.

For your guidance and compliance.

Rowaldo Carlos
University President

Sample Office Memorandum

To: IEA Institute Coordinator
ICT Institute Coordinator

From: Dean, Institute of Engineering and Architecture

Please make a review of the proposed  “Admission Policy” under the Institute of Engineering and Architecture before the finalization prior to submission to the concerned offices.  Your response is expected in the Dean’s office on or before January 4, 2007.

Please see attached “Admission and Retention Policy”)

This Policy should take effect after the submission and deliberation of the Academic Council.

For your guidance and information.

Rodelio M. Santiago
Dean of Engineering

Attendance Memo for National Student Conference

Attendance to the PSME 2nd National Student Conference

To: BSME Third Year Students, Fourth Year Students and Fifth Year Students

Through: Vice President for Academic Affairs, Dean, College of Engineering and Architecture

From: University President

The Philippine Society of Mechanical Engineers shall conduct on October 23-24, 2012 the Second National Student Conference.  With the theme Mechanical Engineering Students: Moving Forward Towards Global Competitiveness, the event shall be held at the SMX Convention Center, Mall of Asia, Pasay City.

In view of the foregoing, be advised that you shall attend the said conference in your capacity as members of the association.  Kindly secure the necessary permits and accomplished the required waivers prior to attendance to the event.

For your information and guidance.

Dr. Delfin Pascula
University President

PTA Memorandum Letter

Date: December 4, 2013

To: Preelem/Elem. Parents/Guardians

From: Mr. Martin C. Sagolili

CC: Faculty BB; Files; PTA Preelem/Elem President; VPAA; VPFA

SUBJECT: Preelem/Elem. Parents-Teacher Association (PTA) General Meeting

In behalf of the KCB Preelem/Elem PTA SY 2013-2014 Officers, you are cordially invited to attend the PTA General Meeting on December 6, 2013 at 9:00 am in TIF Room.  The following agenda will be discussed

Educational Tour
–    Places to visit
–    Cost of the tour per head
–    Compulsory or NOT
–    Field Trip Policies

Other Matters

Your opinion and your presence are very much needed for this important “Educational Activity Planning” to be successful.

In addition, the KCB Administration is once again appealing to our Parent’/Guardians’ kind hearts and sense of duty/obligation to please settle your accounts with us.  Settling these accounts will surely make the Christmas Season of our Teachers and Staff merrier than before.

Merry Christmas to All

Sample University Memorandum

University Memorandum
No. 143, series 2013

Temporary Suspension of all Previously Approved Student Field Trips and Tours

To: Deans
Through: Vice Presidents
Campus Directors
Directors, Student Services
From : University President

As a precautionary measure, be advised that all student field trips and educational tours shall be temporarily held in abeyance, including all previously approved trips.
Everyone is required to completely comply with the requirements and protocol stipulated in CHED Memorandum Circular No. 17, series of 2012.

Approval shall be re-issued only upon submission of all required documents based on the aforementioned CMO.

For your information, guidance and compliance.

Rolando L. Vitug, Ed.D.
University President

Sample Circular Letter

Circular No. 06, SY 2013-2014
From the Office of the Principal

Dear Parents/Guardians,

Greetings of Peace!

Below are the respective 2nd Quarterly Exam schedules of your Student(s):

Nov. 12
Computer Education
Science and Health
Mother Tongue

Nov. 13
Character Education
Aralin Panlipunan

Furthermore, we would like to remind you that your Student(s) shall not be allowed to take the exams unless he/she/they is/are “in complete prescribe uniform and proper haircut – for male Students”.
In addition we would like to remind of the important dates  this month of November, below:

Effective Nov. 23, 2013, all succeeding distribution of Report Cards will be done during PTCs to give ample time for Parents/Guardians to have a conference with the respective subject teachers/homeroom advisers of their Students, I am therefore, encouraging all Parents/Guardians to make PTC as the occasion to show your SUPPORT, INTEREST, and CONCERN to your Student(s) educational endeavors and more importantly discuss the progress and find solutions to academic or behavioral problem with your Student(s) subject teachers/homeroom adviser.

Please be advised accordingly.

Very truly yours,

Mr. Martin C. Sagolili

Source: Kalayaan College

Sample Office Memo

Office Memo. # 10,s.2001

September 29, 2001

Assessment of the Intramurals 2001

To: Mr. Edwin Guevarra – Chairman of Student Affairs
Mr. William Martinez – Sports Coordinator
Ms. Lilian Manansala – CAB Adviser

You are all requested to attend the meeting this coming October 1, 2001 at the CAB Office at 2:00 pm.


  1. Evaluation of the recently held Intramurals
  2. Christmas Celebration and 30th Anniversary Celebration

Your attendance counts a lot so please do come.

Melinda D. Tampipi, Ph. D.
Director of Student Affairs

Software Copyright Law Office Memorandum

To: Electronic Processing Department
From:  Dr. Manuel L. Cordova, CEO Director
Subject: Copyright Law and Software Programs
Date: January 12, 2003

This memorandum is serves as reminder to the policy regarding the illegal copying and use of commercial software.  Our company will be exposed to civil and criminal liability under copyright law if you and our employees will use unlicensed software programs.

You should not copy any program installed on your computer for any purposed without permission from the Computer Department. Also, you should not install any software programs onto your computer without proper verification that the company owns a license to cover that installation. In addition, you are also prohibited to download unauthorized software from the internet.

Any personnel or employee who caught to distribute and use unlicensed software is subject for termination from the company.

The above policy is strictly implement to make sure that you and the company are not exposed serious legal consequences.