MEMOS Definition: A memo is an internal document that is generally short, focuses on a single topic, reports information, makes a request,

or recommends action. It follows specific forms, depending on the organization. A memo is a document typically used for communication within a company. Memos can be as formal as a business letter and used to present a report Before writing, consider: Who will read the memo? Why the memo is being written? The tone and language Certain words convey the tone of a memo (for example, negative, positive, conciliatory (pacifying, not provocative), assertive (firm and confident), motivational, friendly, etc.). In addition, the choice of language depends on the reader (coworker, superior, or subordinate) and the objective. Sample Heading of memo: To: Santas Elves From: Santa Claus Date: 30 September 2001 Subject: Meeting to discuss shortage of toy parts

Note: To prevent confusion, a memo should address only one subject. The subject-line title should be accurate and complete.
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Body of memo: A memo should contain three parts: 1. For the introduction, start with one clear sentence that states the subject and provides a summary of the topic. 2. The middle may contain several sentences of explanation. 3. The ending makes a request or a recommendation Format: Follow the guidelines of your particular company, university, etc. These guidelines should include: Heading (To, From, Date, Subject) Most memos now use this form for the date: 17 December 2002 Names follow guidelines for your institution Example: A.B. Jones or Alexander Buckson Jones Position or title include if your organization requires it. If copies should go to more people, put cc: with the names at the bottom of the memo. Electronic Memo (e-mail): E-mail memos serve the same purpose as paper memos but are easier to create and store, as well as faster to distribute. Sample Memo: To: Santas Elves From: Santa Claus Date: 30 September 2001 Subject: Meeting to discuss shortage of toy parts
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I am calling a meeting at 3 p.m. tomorrow to discuss the shortage of toy parts for the upcoming holiday season. Some of you have already mentioned that various widgets and snippets are hard to obtain from the usual sources. If we cannot obtain these items soon, we will have to find new suppliers in order to meet our holiday deadline. We do not want to disappoint any children. Please bring a list of the parts in short supply to the meeting so that we can determine what to do next. If you have any additional suggestions, be sure to contact me or Mrs. Claus. Cc: Mrs. S. Claus

Note: Proofread carefully! Make no spelling or punctuation mistakes. Sources: Business Communications, 4th ed., 1999, Andrews & Andrews. Writing That Works, 7th ed., 2001, Oliu, Brusaw, Alred. University of Delaware Writing Center Fall 2001 1. Step 1 Create a header for your memo. Include the following fields: To, From, Date and Subject. The subject line should be short and concise and accurately reflect the subject matter. 2. Step 2 Create the body of the memo. The body of the memo should contain all of the necessary details regarding the subject matter. The length of the body content should make up about 75% of the total document. Make sure the paragraphs are short and direct. 3. Step 3
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Consider using bullet points when appropriate. Using short lists and bullet points makes reading a memo easier. Put details into a list instead of a paragraph whenever possible. 4. Step 4 Include a summary paragraph. The last paragraph of your memo should include a summary statement. Briefly recap the information included in the memo and include a recommendation or request for action if appropriate. 5. Step 5 Cite and include any referenced attachments. If you reference graphs or charts in the memo, they can be attached to the document. The last line of your memo should also reference the attachments. For example: Attachments: Results of Focus Group Study March--April

Memorandum To: Wagner Students From: Writing Tutors Date: 11/1/07 Re: Writing Memos We are writing to provide you with basic information on writing an effective memo in your Wagner classes and in your future careers. Writing a policy or business memo is different from other types of academic writing you have done in the past. Although the format and sections of a memo differ according to topic and audience, there are certain commonalties that all memos share and strategies that you may use for effectively writing any memo. The following is a description of the major points to consider when writing most types of memos: 1. Begin by stating the purpose of your memo. There are several cultural variations on how to begin memos, but in the United States the custom is to state the reason you are writing the memo in the first sentence. One should write with the assumption that the reader of the memo has little time and will most likely not read the entire memo. Therefore, you want to capture the attention of your reader immediately. The following are examples of ways to begin your memo: I am writing to inform you of ...... In response to your request, I am writing to provide you with recommendations on..... The purpose of this memo is to..... This memo provides information about...... 2. Include a general description of the issue your memo addresses. The first paragraph of a memo is like an introduction to a research paper. Do not include your major arguments, but describe the issue generally so that the reader understands the importance of your message.
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3. Explain briefly what research or work you have done to arrive at your recommendations or analysis of the issue. Although a statement on background is not relevant for every type of memo, it is often a good idea to explain in one or two introductory sentences what work you have done to arrive at the information you are presenting. For example, you might say, These recommendations are based on my conversations with employees, my observations of the work environment, and my analysis of the data provided by the Human Resources Department. In this way, you lend authority to the analysis or the recommendations you are making. 4. Use headings to make your major points. Whether you are writing a persuasive memo in which you explain different arguments to convince your reader, a description of problems you have noticed along with recommendations for addressing those problems, or an explanation of a new program you are establishing, for each, headings are useful. The purpose of headings is to highlight the major point you are making in that section so the reader will be sure to get that information (Remember. The reader might not read your whole memo). The following are a few tips on writing headings: Put headings in bold or italics so that they are set apart from the supporting information that follows them. Do not let the heading stand alone without any supporting information. Make headings concise. Use a consistent format to write headings within a memo. Each heading should begin with the same part of speech (i.e. noun, verb). Use variety for each heading. Do not begin all headings with the same word. Connect the supporting information directly to the heading. Remove all irrelevant information.

5. Write recommendations in the imperative (commanding) voice. Write your recommendations with great authority. It is important to begin each recommendation with a verb written in command form. Notice the difference between the impacts of the same recommendation written two different ways: Weak: I think it might be a good idea to hold more regular meetings between the management and employees. Strong: Hold regular meetings between the management and employees. The following are useful verbs (in imperative form) for writing recommendations: develop, create, implement, establish, use, ensure, address, institute, and produce. 6. Follow each recommendation with an explanation of why it is important. You must explain the importance of each recommendation. Look at the following: Hold regular meetings between the management and employees. It is important for employees to feel that they have a forum in which to express their concerns to the management. Many employees currently feel that the managers are unaware and uninterested in their opinions and that this lack of communication has been resulting in less effective business practice. 7. Use an objective writing style. Memos are formal pieces of writing in which you should never include statements that are based purely on your own opinion. You should avoid writing I believe, I think, or I feel in your arguments and remain as objective and unemotional as possible. Consider the following: Subjective: I have looked at the three options of the training programs, and I feel that the employees would like the first one the most. Objective: A careful examination of the three training programs shows that the first would be the most beneficial and effective for employees.
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8. End with a salutation (greeting). Never end your memo on a recommendation or on one of the major points you are making. Many memos can end in a somewhat formulaic way in which you thank the person for taking the time to read the memo, and you indicate a willingness to discuss the information in greater detail. When possible, use positive language that emphasizes a look towards future action. Read the following: The Mallory Foundation will greatly benefit from a few changes in its conducting of employee/management relations. I look forward to collaborating with you to make the work environment at the Mallory Foundation even more pleasant and productive than it currently is. I would be happy to meet with you next week to discuss ways to implement these recommendations. Thank you for your attention.