Memo Writing

Memo Writing Skills

Memo Writing
A letter is not a memo,
nor is a memo a letter.

≠
Memo Writing
A memo is a short, to the point
communication conveying your
thoughts, reactions or opinions
on something.
Memo Writing
A memo can:
•call people to action
Memo Writing
A memo can:
•broadcast news
 Memo Writing
A memo can:
bring attention to
problems
Memo Writing
A memo can:
solve problems
Memo Writing
 Memo Writing
When writing a memo,
shorter is always better.
 Memo Writing
A Memo should:
Be straight to the point
 Memo Writing
A Memo should:
Have a clear purpose
 Memo Writing
A Memo should:
Avoid the use of humor
or irony.
 Memo Writing
A Memo should:
Select addressees
wisely
 Memo Writing
A Memo should:
Set personal issues
aside
 Memo Writing
A Memo should:
Avoid the use of loaded
words
 Memo Writing
A Memo should:
Avoid the use of I, use
“The company”, or
“we.”
Memo Writing
Structure of the Memo
Header

• TO: addressee and job title

• FROM: addresser’s name and job title
• DATE: (complete and current date in English
US)
• RE: (What the memo is about, highlighted in
some way)
Memo Writing
Structure of the memo
Header
•TO: Jens Anders, Marketing Analyst; Louise Dean Marketing
Coordinator
•FROM: Yadrí González, Marketing Chief
•DATE: January 23, 2012
•RE: Sales Promotion Distribution among Dealers
 Memo Writing
Structure of the memo:
Introduction
Include:
The reason of your memo. State your purpose, define
the context and problem, state the assignment or
task. This part should be ¼ of your total memo. It’s a
little paragraph of 4 or 5 lines.
 Memo Writing
•Structure of the me
Introduction Example:
During the last 2 years, our dealers have been
complaining repeatedly about the little information that
they receive on new products and the promotions held
by our company. As a result, they do not participate in
our contests, and the sales of our new arrivals haven’t
been as expected (30% less than forecasted). Thus, in
order to spread the information more effectively, we
must revise our information channels, and create new
ways of keeping contact with them.
 Memo Writing
Structure of the memo:
Recommendations or Purpose:
This section gets to the meat of the message using key
points, highlights, or conclusions. This may include
facts, statistics, examples and reasons for the memo.
Include solutions to the problem first, then the reason
why you have come to this point.
 Memo Writing
Structure of the memo:
Recommendations or Purpose. Example:
According to the context given, we suggest to create a new
program of monthly visits to each dealer in which the visitor:

•Provides information about the promotions.

•Shows brochures and explains the features of our new
products
•Checks current dealers sales
•Gives away freebies and merchandising material of new
brands and products
 Memo Writing
Structure of the
Recommendations or Purpose. Example:

Email has proven to be an inefficient media to spread

information because only 5% of the current dealer population
checks their emails frequently (datafor.com). Also, telephone
marketing results insufficient because many of the Store
Managers neither are in their offices when they are called, nor
receive the information accurately from their co-workers.
Monthly visits will increase the chances of all dealers receiving
the information, and they will renew their commitment to our
company, increasing our sales of new product by 20%, according
**toStatistics
a marketand
research
facts from our department.
 Memo Writing
Structure of the memo:
Closing:
The conclusion will make it clear what action needs to
be taken and when it needs to be completed or
reiterates the timely news included in the memo. It
assigns responsibilities, deadlines or fixes meetings to
discuss the matter more thoroughly.
 Memo Writing
Structure of the memo:
Closing:
In this regard, we suggest that the Marketing Department
start creating a calendar for the visits, and begin choosing
the sellers that will back us up in the program. The
Marketing coordination team will be dealing with the
budget to produce the merchandising material. We would
gladly discuss the progress made on our next monthly
meeting on July, 22.
 Memo Writing
Follow up
•In pairs start writing your Memo according to the situation that
your teacher will provide or has already provided you .

•Use Google Drive to write your document. You should invite

your partner and your teacher.

•Both partners must edit the document evenly. The teacher can
see who worked and who did not work through the “historial de
revisiones” setting.
Memo Writing