An Inter-Office Legal Memorandum is a document that contains information on an event, solution, recommendation or issue that needs to be resolved. Said memorandum is forwarded or submitted to all offices concerned in order to disseminate the information contained therein.
The following are the steps in writing an inter-office legal memorandum:
- Take down the points that you want to include in the memorandum. You may write an outline of all the information that you wish to be included therein. In listing all of said information, find out which among the listed items are relevant and important. Remove all other information that are not material to the subject matter of the memorandum.
- After making an outline of the information that must be included in the memorandum, you may arrange them in an order which shall present the facts in a coherent manner. All facts must be clear and concise.
- Prepare all documents that you will be needing as references to your memorandum. Sometimes, these documents may be annexed to said memorandum for the addressee’s perusal.
- Create the heading of the memorandum. The heading must include the office where the memorandum originated, the persons or offices to whom the memorandum is addressed, the subject of the memorandum and the date of writing.
- Draft the body of the memorandum. Include an introductory part where you must state a background information or the reason why said memorandum was issued. The introduction must be short and clear.
- Next, draft the main body of the memorandum. Here, state the main subject or the purpose of the memorandum. Here, you may announce the policy, solution, recommendation, issue to be resolved, invitation for a conference or the main purpose of the memorandum.
- You may provide any other information that would support the subject of the memorandum. If it is necessary, you may attach any other document on the memorandum to be used by the reader as a reference.
- At the bottom part of the memorandum, provide the offices which will be furnished with a copy of the same.
- Proofread your memorandum and check if there are misspelled words and/or grammatical errors that need to be corrected. A good memorandum must be short, clear and straight forward.
Always bear in mind to keep a file copy of the memorandum where each addressee shall indicate receipt thereof.