Smesta

Use the memorandum for record (MFR) to give a summary of preceding correspondence and to show the authority or basis for the action taken. See figure 1. The MFR is also used to document informal meetings or telephone conversations in which official business was conducted.

(1) Summary. The summary contains the source, office symbol, date, subject, addressee, and action requested or indicated.

(2) Basis for action. Show all background information having a direct bearing on the matter. Include the authority and basis for action. This let’s reviewing and signing officials know the basis for the action.

(3) Coordination. Show the name of the office or agency; the name, title, and telephone number of the person contacted; date of coordination; and indication of concurrence, nonconcurrence, or other action.

Prepare an MFR on white paper. An abbreviated form of the MFR may be typed or written on the bottom of the record or file copies. This saves paper and filing space and ensures that all information about the subject is in one place.

(1) Type the office symbol at the left margin and 1 inch from the top of the paper. Stamp or type the date on the same line ending approximately at the right margin.

(2) Type the words MEMORANDUM FOR RECORD at the left margin on the third line below the reference symbol.

(3) Type SUBJECT: at the left margin on the second line below MEMORANDUM FOR RECORD.

(4) Begin the text on the third line below the last line of the subject.

(5) Try to limit the MFR to one page. If a second page is needed, prepare it in the same way as the continuation page of a memorandum.

(6) Mark the paragraphs and subparagraphs of the MFR as for a memorandum. Prepare and position all remaining applicable elements (signature block and enclosure listing) as for a memorandum. Do not use an authority line on an MFR.

(7) Anyone who has an official use for this format may prepare and sign it.