Category: Memorandum

Replacement of Aircon Office Memo

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To: Mr. Delfin Soco, Section Chief
From: Mr. Luis Hidalgo
Subject: Repair and/or Replacement of Airconditioning Units

This is to inform that the airconditioning units in our office are not functioning well.  It is suggested that the airconditioning units be repaired and replace with the new ones.  This is for the comfort and efficiency of the employees.

All department heads are enjoined to use the new performance appraisal forms and submit the latest ratings of your respective employees not later than June 30, 2008.

Sample School Memorandum – Plant Visit

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To:  Engr. Timothy H. Macalinao
Through: Vice President for Academic Affairs
From: University President

Industrial Processes and Plant Inspection (MEIP-513) aims to expose students to the actual processes in the various power and industrial plants; hence, on August 30-31, 2002, plant visits shall be undertaken by the 5th year BSME students to the following power and industrial plants:
1.    Philippine Resins Industries Incorporated, Batangas II, MAriveles, Bataan;
2.    Department of National Defense, Lamao, Limay, Bataan;
3.    Bataan Nuclear Power Plant, Morong, Bataan.

Those whose names appear on this memorandum are expected to participate in the said activity.  Faculty members are advised to excuse the attendees from their classes during the conduct of the plant visit.  Kindly submit a Narrative Report to the Office of the University President, through proper channels, for documentation purposes and justification of expenses.

Incidental expenses incurred in attending the activity shall be borne by the participants.

For your information, guidance and compliance.

Delfin O. Magpantay, Ed.D.
University President

Sample Inter Office Memorandum

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To: Region V Manager
From: Corazon C. Obnamia, Zone Underwriter
Date: March 15, 2005
Subject: Region V Report, February, 2005

Your agents produced exceptionally well in February.  We approved 01 policies in your region last month.  The approvals in each province were:

Batangas – 20
Leyte – 16
Nueva Ecija – 4
Ilocos Norte – 17
Pampanga

Only five individual policies were declined:

Evangeline Dayap, Plan 1752 – Cancelled by applicant
Leah Araojo, Plan 1752 – Inspection report
Anunciacion Brotonel, Plan 1781 – Incomplete
Corales Patricio, Plan 1781 – Occupation
Florefez Dizon, Plan 1752 – Incomplete

We’re pleased with the production in your zone; we want to help you and your agents in any way we can.  Please call me if you have any questions.

Inter Office Memorandum Sample

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To: Region V. Manager
From: Corazon C Obnamia, Zone Underwriter
Date: March 15, 2005
Subject: Region V Report, February, 2005

Your agents produced exceptionally well in February.  We approved 91 policies in your region last month.  The approvals in each province were:

Batangas  20
Leyte  16
Nueva Ecija
Ilocos Norte
Pampanga

Only five individual policies were declined:

Agent – Reason
Evangeline Dayap – Cancelled by applicant  (Plan 1752)
Leah Araojo – Inspection report (Plan 1752)
Anunciation Brotonel – Incomplete (Plan 1781)
Corales Patricio – Occupation (Plan 1781)
Florefez Dizon – Incomplete (Plan 1752)

We’re pleased with the production in your zone; we want to help you and your agents in any way we can.  Please call me if you have any questions.

msa

University Memorandum – Request Academic Consideration

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March 24, 2010

To: Mrs. Cheryl Cruz; Mrs. Magda Pizarro; Engr. Edgardo L. Sarmiento

Through: Vice President for Academic Affairs

From: University President

The BPSU Quartet and BPSU Chamber Chorale were First Place and Second Place winners respectively in the recently concluded DC-SUC III Literacy and Cultural Festival held on March 4-5, 2010 at the Bulacan State University.  Furthermore, BPSU was ranked third place overall.

In view of the intensive training the BPSU Chorale Members underwent two weeks before the actual contests, some tests, quizzes and requirements were missed by the members.

It is thus requested that due consideration be given to the students whose names are attached to this memorandum.

For your information and guidance.

Delfin O. Magpantay, Ed.D.
University President

Sample Memorandum – Proposals

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February 1, 1979

MEMORANDUM
FOR: The Safety Engineer, Wheels Automotive Corporation

In connection with your instruction to the undersigned to suggest a procedure of operation for a god Preventive Maintenance Program, please consider the following proposals:

1.    All foundations, columns, girders, walls, etc. must be inspected every year for cracks.
2.    All roofs must be inspected every six months for defects.
3.    Floors must be inspected for defects every three months.
4.    Drinking water systems, toilets and wash bowls must be checked daily.
5.    Pipes for heat and low pressure steam must be inspected monthly.
6.    High pressure steam pipes must be inspected weekly.
7.    Pipes for oil and water must be checked every three months.
8.    All electric wirings must be inspected every three months.
9.    Pressure tanks, ventilation, exhausters and blowers must be inspected weekly.
10.    Cranes, elevators, conveyors, lifting devices, hoists, crane runways, slings, ovens, furnaces, electric welders, grinders and tools must be checked every month.

If these are implemented and complied with, minor defects can be corrected immediately to prevent the need for major repairs while renewals may be made before equipment breaks down.

JOHNNY ESTRELLA
Mechanical Engineer I

Inter office Memorandum

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Date: April 14, 1990

To: Hazel Smith, Publications Manager

From: Herbert Kaufman, Vice President

Subject: Time Estimate for Acme Electronics Brochure

Acme Electronics has asked us to prepare a comprehensive brochure for their Milwaukee office by August 1 of this year.  We have worked with electronic firms in the past, so this job should be relatively easy to prepare.  My guess is that the job will take nearly two months.  Ted Harris has requested time and cost estimates for the project.  Fred Moore in accounting will prepare cost estimates, and I would like you to prepare a schedule for the estimated time.

Schedule
In preparing the schedule, check production schedules for all staff writers, compile a list of available free-lance writers we can depend on, and contact local graphic designers for art work, since our art department is heavily scheduled through July.  Also, don’t forget t take staff vacation time into account.  Let me emphasize that we must finish by our estimated date (most important), that the overall design must have a uniform format, and that the artwork must blend properly with the copy

Time Estimates
Please give me time estimates by April 19.  A successful job done on time will give us a good chance to obtain the contract to do Acme’s publications for their annual stockholders’ meeting this fall.

I know your staff can do the job.

Memorandum to all Company Employees

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October 18, 1995

To: All Company Employees

From: Nelson Barrett, Director
Personnel Department

Subject:  Review of Flexible Working Hours Program

Please complete and return the attached questionnaire regarding Luxwear Corporation’s trial program of flexible working hours. Your answer will help my staff and me to decide whether the program is worthwhile enough to continue permanently.

Return the completed questionnaire to Ken Rose, Mail Code 12B, by October 28.  Your signature to the questionnaire is not necessary.  Feel free to raise additional issues pertaining to the program.  All responses will be given consideration.

If you want to discuss any item in the questionnaire, call Pam Peters in the Personnel Department at extension 8812.

Sample Memorandum – PSME Meeting

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October 10, 2010

To: All PSME Officers and Members
From: Rene Manalo
Subject: PSME Bataan Chapter First Quarter Technocon and Induction of Officers

We will have a PSME meeting this coming Thursday (March 11) at Meksi Coffee, Limay, Bataan

Meeting agenda are the following.
1.      Post-Technocon review
2.      Hosting of Central Luzon Assembly of Mech. Engineers
3.      Review of chapter’s scheduled plans and program
4.      PME lecture by Engr. Bueser
5.      Updates/others

You can still suggest other meeting venue.

Sample Memorandum – Girl Scouts Financial Campaign

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September 2, 1990

To: Secretary of all Institutes

  1. In connection with the First Girl Scouts Financial Campaign proclaimed by the President of the Republic of the Philippines to be held on October 15 – November 30 this year, the aid of all faculty members and other professionals of the East Asia College has been solicited.
  2. The Quezon Memorial Committee and the Office of Private Education have requested us to contribute our share in the intensive campaign for the collection of voluntary contribution for the Quezon Memorial Fund with which to erect a national monument or memorial foundation in honor of the late President Manuel L. Quezon.  The appeal is directed not only to the officers of the school administration but to the faculty members and students as well.
  3. In view of the foregoing appeals for financial help, kindly take the necessary steps for the collection of voluntary contributions from the faculty members in your Department.  It will be appreciated if this Office could be furnished with a list of contributors, indicating opposite each name the amount of contribution to each of the above-mentioned Funds.  Suggestion is hereby made that the total contribution of each faculty members be not more than Five Hundred Pesos, so that, should there be additional appeals from civic and charitable organizations, he will still be in a position to give contributions.  Of course, this suggestion does not preclude anyone who, out of exceptionally high philanthropic or charitable personal motives, desires to give more than the limitation herein set forth.
  4. To facilitate collection, the total amount will be deducted from the salary of the contributor.

Priscilla Dho
Executive Officer