Routine Correspondence:

Memos
Memos: What’s that?

In addition to e-mails , you will be expected to write frequent memos to co-workers

and employees. Memorandum, usually shortened to memo, is a Latin word for
“something to be remembered.” The Latin meaning points to the memo’s chief
function: to record information of immediate importance and interest in the busy
world of work. Memos are often internal business communications, short and to the
point, clearly stating what must be done or not.

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Memos: Importance in the Workplace

Memos provide a record that serves a variety of functions, including

• making an announcement
• giving instructions
• clarifying a policy, procedure, or issue
• changing a policy or procedure
• alerting staff to a problem
• sending recommendations
• providing a legal record of an important matter
• calling a meeting
• reminding employees of corporate
• history, policy, procedures

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Memos: Importance in the Workplace

Memos are important documents invaluable for audits, outlining employee

responsibilities, and announcing company policies. They provide an opportunity for
employees to ask questions, make comments, or express concerns. Memos can be sent as
printed hard copy documents or as e-copies.

Although memos are usually written for an in-house audience, the memo format can be
used for documents sent outside a company, such as descriptions accompanying
proposals or short reports, or for cover notes for longer reports .

Memos keep track of what jobs are done where, when, and by whom; they also report on
any difficulties, delays, or cancellations and what your company or organization needs to
do about correcting or eliminating them.
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Memos vs. E‐Mails

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Reasons for Writing E‐Mails

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Essential Parts of Memos

Basically, the memo consists of two parts: the

Header, or the identifying information at the top,
Message itself. This identifying information includes four easily recognized parts: To, From,
Date, and Subject lines. (If a memo is sent in the body of an email, including these parts
would not be necessary, as they are automatically included in the email’s heading.)

TO: Aileen Kelly, Chief Computer Analyst

FROM: Stacy Kaufman, Operator, Level II
DATE: January 28, 2016
SUBJECT: Progress report on the fall marketing schedule

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Essential Parts of Memos
Header
The To line:
Write the name and job title of the individual(s) who will receive your memo. If you are sending
your memo to more than one reader, make sure you list your readers in the order of their status in
your company or agency (according to company policy, the vice president’s name appears before
that of the public relations director). If you are on a first-name basis with the reader, use just his or
her first name. Otherwise, include the reader’s first and last names. Don’t leave out anyone who
needs the information.

The From line:

Insert your name (use your first name only if your reader refers to you by it) and your job title
(unless it is unnecessary for your reader). Some companies ask employees to handwrite their initials
after their typed name to verify that the message comes from them and that they are certifying its
contents.

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Essential Parts of Memos

Header
The Date line:
Do not simply name the day of the week. Give the full calendar date (June 2, 2016).

The Subject line:

key in the purpose of your memo. The subject line serves as the title of your memo; it
summarizes your message. Vague subject lines, such as “New Policy,” “Operating Difficulties,”
or “Software,” do not identify your message precisely and may suggest that you have not
restricted or developed it sufficiently.

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Essential Parts of Memos
For longer, more complex memos, your message might be divided into three parts:
(1) introduction, (2) discussion, and (3) conclusion.

Regardless of how short or long your memo is, recall the three P’s for success:
(1) plan what you are going to say;
(2) polish your writing before you send it; and
(3) proofread everything.

Introduction
The introduction of your memo should do the following:
• Tell readers why you are writing to them about a problem, procedure, or other issue.
• Explain briefly any background information the reader needs to know.
• Be specific about what you are going to accomplish in your memo. Do not hesitate to
come right out and say, “This memo summarizes the action taken in Evansville to reduce
air pollution.”

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Essential Parts of Memos
Discussion
In the discussion section (the body) of your memo, help readers in these ways:
• State why a problem or procedure is important, who will be affected by it, and what
caused it and why.
• Indicate why and what changes are necessary.
• Give precise dates, times, locations, and costs.

Conclusion
In your conclusion, state specifically how you want the reader to respond to your
memo. To get readers to act appropriately, you can do one or more of the following:
• Ask readers to call you if they have any questions.
• Request a reply—in writing, over the telephone, via email, or in person—by a specific
date.
• Provide a list of recommendations that the readers are to approve, follow, revise, or reject.

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Assignment

Write a memo to the members of your club saying that you will be out of town next week for
one of the following reasons (or any other possible reason):

(a) to inspect some site your club is thinking of organizing a trip to,
(b) to investigate some claims,
(c) to look at some new office space for a branch your club is thinking of renting in another
city, or
(d) to attend a conference sponsored by a professional society.

In your memo, be specific about dates, places, times, and reasons

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