Memorandum

Things to remember and some tips

Memorandum
a short note designating something to be remembered,
esp. something to be done or acted upon in the future;
reminder.

an informal written communication, as from one

department to another in an office
Basic parts of a Memo
Header containing basic information
Introduction stating the purpose of the memo
Body of memo giving the details
Conclusion clearly stating the desired outcome or
action to be taken
Basic Tips
Keep it short
There’s no need to monologue, You don’t need an
introduction of any kind
Don’t assume everyone knows who you are, use
signature blocks
Types of Memo
Field report memo
are often used to report on inspection and procedures. These
memos, known as field or lab reports, include the problem, methods,
results, and conclusions, but spend less time on the methods section.

Image example:
Directive Memo
- A directive memo states a policy or procedure you want the
reader or co-worker to follow. The length of the memo depends
on how much space is required to properly explain the
procedure.
-The body of the memo should begin with a clear, concise
sentence that states the purpose of the memo

Example:
Trip report Memo
-A trip report memo is usually sent to a supervisor after an
employee returns from a business venture.
parts: purpose statement, summary, discussion, action

Image example:
Things to remember before writing a
negative Memo

Consider first how much information is most appropriate for

the type of message that is being distributed.

Consider next how much your employees may already know

or might have guessed regarding this negative message

Consider, finally, how your employees may react to the

negative message in the memo.
Crafting the negative Memo
Use an appropriate tone for your message and desired result.
Bearing in mind everything you've just researched and
considered, decide on the tone that will most effectively
communicate the message and lead to the most desired reaction.
Open and close the memo with positives, if appropriate, to
balance the negative message in the memo.
Don't write too much or too little, based on your circumstances.
As mentioned in Step 1 of this section, make sure the length of
the memo is appropriate to the negative message being
communicated.
Don't beat around the bush. Many managers are so apprehensive
about sending a negative message that they obscure the negative
message with unclear or flowery language.

Have a colleague review your memo prior to distribution for tone and
clarity.

Tips & Warnings

If appropriate, host a meeting with the recipients of your negative
message memo soon after distribution to discuss the problems
communicated. Negative messages are best delivered in person, as
clarity is maximized, questions can be asked and ideas can be shared.
Make sure to run a spell check on your memo and check for
grammar. The last thing you want is employees noticing numerous
careless errors in a negative message memo.