Professional Documents
Culture Documents
7 - Memo
7 - Memo
To:
From:
Sub:
Date:
To Section
Lists the names of everyone who will receive
the memo.
To:
From: Hussain, Bookkeeper DM
Sub:
Date:
Subject Section
Indicates the main subject of the letter.
To:
From:
Sub: Retirement Party
Date:
Date Section
Lists the month, date, and year the
memo was written.
To:
From:
Sub:
Date: February 14, 2017
Body of the memo
Introduction
states the general problem or main idea.
Statement of facts
states the facts or discusses the problem or issue.
Argument
explains importance or relevance of facts.
Conclusion
Summarizes the main idea, suggests or
requests action.
TO: _____________________________________________
FROM: __________________________________________
SUBJECT: _______________________________________
DATE: __________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
Formatting Memos
1. No salutation
Omit “Dear Chris Crowell, Dear Employees,”
2. No close
Omit “Sincerely, Cordially,”
3. No signature or signature block
Formatting Memos
•Information Memo
•Persuasive Memo
•Directive Memo
•Technical Memo
Information Memo
Used to deliver or request information or
assistance.
First paragraph provides main idea.
Second paragraph expands on the details
Third paragraph outlines the action
required.
Writing Informative Memos
1. Present most important material first.
(The first sentence of the memo should explain clearly its
purpose, e.g. “The purpose of this memo is to request
authorization to travel to the Juarez branch Thursday to meet
with the other inspectors.”)
Notice that the memorandum uses no form of salutation. Neither does it have
any form of complimentary close. The writer does not need to sign the message.
He or she needs to only initial after the typed name in the heading.
Notice also that the message is single-spaced with double spacing between
paragraphs.
Persuasive Memo
Used to encourage the reader to
undertake an action he doesn't have to
take.
First paragraph begins with an agreeable
point.
Second paragraph introduces the idea.
Third paragraph states benefits to the
reader.
Fourth paragraph outlines the action
required.
Fifth paragraph ends with a call to action.
Writing Persuasive Memos
Structure of persuasive memos:
Attention: Your opening introduces your topic and
encourages your audience to hear more about your A
main idea.
Interest: Your explanation presents reasons and
incites the interest of your audience. I
Desire: Your continued explanation presents
additional benefits of your idea and changes your D
audience’s attitude.
Action: Your close emphasizes benefits and
motivates your audience to take specific action. A
Writing Persuasive Memos
Create goodwill by being respectful
Demanding: Submit your answer within one week.
Respectful: I would appreciate your answer within one
week.
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.
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.
Technical Memo
A technical memo is a concise presentation
of results, with a logical progression from
the principles which are core to the
analysis towards the conclusions that were
drawn from the results.
Used primarily for simple experiments in
which the methods (apparatus, procedure,
and theory) are familiar to your readers.
Usually from a subordinate to a higher up
To: The Boss
From: Sue Masterson
Date: May 15, 2007
Re: Update on the T-12 Phase Three testing
[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. Finally, there is 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.]