Writing memo - a course for 50TA2

• Posted: 10:24 AM
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• Author: Bui Chi Thuan
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• Filed under: projects

A Typical Memo Format

To: (Recipient)
From: (Sender)
Date: (Month/Day/Year)
Subject: (These words can be bold format.)

This purpose memo provides a model.

When writing a memo, state the purpose clearly at the beginning as seen in the first sentence. At the end of the memo let the recipient know what action is expected. Memos are concise and focus on a single purpose. If you have more topics to discuss write a separate memo for each. Use lists and headings to highlight important items.

Expected actions will be listed here./.

Memo Examples/ Samples

There are three basic reasons to write a memo: to persuade action, to issue a directive or to provide a report.
There are also a few general rules to writing an effective memo. Here are some memo examples that put those rules into practice:

Persuasive

Memorandum
To: Andy Andler, Benita Buchanan, Charles Chavez
CC: Darcy Danko
From: Heady the Head Honcho
Date: June 1, 2006
Re: Need for New Memo Format

I've noticed that we don't seem to be able to communicate important changes, requirements and progress reports throughout the company as effectively as we should. I propose developing one consistent memo format, recognizable by all staff as the official means of communicating company directives.
While I know this seems like a simple solution, I believe it will cut down on needless e-mail, improve universal communication and allow the staff to save necessary information for later referral. Please talk among yourselves to determine the proper points of memo writing and return the input to me by 12 noon. I will then send out a notice to the entire staff regarding the new memo format.
Thank you for your prompt attention to this./.

Directive

Memo
To: All Staff
From: Heady the Head Honcho
Date: June 1, 2006
Re: New Memo Format Effective June 1

In order to make interoffice communications easier, please adhere to the following guidelines for writing effective memos:
• Clearly state the purpose of the memo in the subject line and in the first paragraph.
• Keep language professional, simple and polite.
• Use short sentences.
• Use bullets if a lot of information is conveyed.
• Proofread before sending.
• Address the memo to the person(s) who will take action on the subject, and CC those who need to know about the action.
• Attach additional information: don't place it in the body of the memo if possible.
Please put this format into practice immediately. We appreciate your assistance in developing clear communications. If you have any questions, please don't hesitate to call me. Thank you./.

** The body of the memo might include two-four paragraphs outlining the purpose of the memo. If this is a longer memo, each paragraph will have a subhead to help guide the reader through the document.
** The writer may include a summary paragraph, which features bullets highlighting the main points of each previous paragraph, and concludes the memo with a stated action required by the reader or writer.
** A quick note about the use of "memo" vs. "memorandum:" it doesn't really matter. It falls in line with the style selected by the writer.

What to Include in Your Memo

• I am writing because
• The facts are
• I will, or I propose that you
When writing a memo margins should be 1 inch all around and text should be left justified using block-style paragraphs and single spacing unless the memo is very short.

Further Formatting Guidelines

• Use an easy-to-read 12-point font
• Don't use a complementary close
• Don't sign a memo at the bottom
• Add your initials beside your name at the top. This indicates that you have read and approved the memo.
• If copies are sent to more than 10 people, place the list of names at the end of the memo. *When a memo is addressed to a distribution list, name the list.
• If your memo is long, start with a paragraph which functions as an executive summary.
• Headings help the reader skim for sections of the document.
• Numbered and bulleted lists make information easy to scan. Be careful to make lists parallel in grammatical form.
• Font sizes, underlining, bolding, and italicizing make headings and important information stand out.
• As in all technical and business communications, long paragraphs of dense text make reading more difficult. Therefore, keep your paragraphs short and to the point.

In general, remember to spell-check your work. If your bulleted lists are long, break them into clusters to help readers find their place when they go back to check a detail. When the memo is completed, take a moment to read it aloud. This helps catch awkward wording or rhythms. Lastly, be sure to proofread. Spell check doesn't catch everything.

More Reading

Porter, How to write a memo, http://business.lovetoknow.com/wiki/How_to_Write_a_Memo
Alexander, How to write a business memo, http://www.consultingmentor.com/Article.asp?94
Porter, http://business.lovetoknow.com/wiki/Business_Memo_Format
Gallup, http://business.lovetoknow.com/wiki/Memo_Examples
Memo layout for business, http://business.lovetoknow.com/wiki/Memo_Layout
Body memo, http://writing.colostate.edu/guides/documents/business_writing/business_memos/body.cfm

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