MEMORANDUM FOR THE RECORD
A memorandum for the record is an important
administrative tool that allows you to do the following:
. Record significant information that, otherwise,
Pass information up the chain to keep your bosses
Keep personnel informed on key issues.
would not-be recorded in writing.
AS with a standard memorandum, the paragraphs
are numbered and the margins are one inch on the left,
. Record telephone calls in anticipation of the
right and bottom. Maintain a 1 1/4-inch top margin. The
format for a memorandum for the record is shown in
. Maintain a record copy of action underway and
the reasons for the action.
Memo for the Record
(Date of MR)
Subject: Preparing a Separate Page Memorandum for the Record
1. Use a Separate Page Memorandum for the Record to fulfill any of the following functions:
a. To record significant information that would otherwise not be recorded in writing.
b. To record telephone calls in anticipation of the written word.
To serve as a record copy of action underway and reasons for the action.
d. To pass on information up the chain to keep the bosses informed within their division or
To keep personnel informed on key issues.
f. To protect thyself,
2. Type or write it on a separate sheet of paper in this format. Paragraphs are numbered and
margins are 1 inch at the left, right and bottom with a 1 1/4 inch top margin.
Memo for the Record
Use this format when adding an Explanatory MR to the last page of the record copy of the basic
correspondence. The Explanatory MR is typed on the coordination tissue carbon copies at the end
of the correspondence (after the signature). If the signature falls at the bottom of the page, the
Explanatory MR is typed at the top of the next page, still on the coordination set of tissue carbons.
The MR is usually one paragraph long; if you cannot get it all in one, number your paragraphs.
You do not need a subject line, and there is no signature element. Merely sign your last name after
the last word of the text. The Explanatory MR gives the reader a quick synopsis of why the
correspondence was drafted in the first place, who got involved in the process and what the real
significance of the correspondence is.
Figure 1-11.-Memorandum for the record.