Writing a Memorandum

Resource Person: Zain Fatima

 Memorandum

Before we begin, consider the following

questions. Let me ask you to free write about
one or more of these questions in your learning
journal.
If you have workplace experience, how do
people use email, letters and memos in your
workplace?
 Meorandum

Have you ever experienced a miscommunication

because of emails, letters or memos? Why did
the miscommunication occur?
Have you ever had to send an email/letter/memo
that was very difficult to write? What made it
difficult? How did you deal with this? Were you
happy with how it turned out?
 Memorandum

If you speak a different language or have

experience with more than one culture, how
does email use vary among these
cultures/languages?
 Memorandum
We’ve previously learned that in order to choose a medium, you
must consider your context, message, audience and purpose.
Right now, the context is especially important because workplace
communications is undergoing a shift. For the past 20 years,
email has taken over many of the jobs once reserved for faxes,
memos and letters. Now, instant messaging programs like Slack
are taking over some of the work that email used to do. Social
media has also taken over some of email’s job in the workplace.
For example, many companies offer customer service over
Twitter and Facebook.
 Memorandum

Often, students want to learn the perfect way to write a

memo or letter, or to have a template that they can fill
out. But because the context is always changing, and
because different workplaces have different practices,
it’s not possible to say that there’s one correct way to
write each document. Instead, we’re going to explore
the different decisions that go into choosing a medium,
and the different roles each medium plays in the
workplace.
 WRITING MEMOS
A memo (or memorandum, meaning “reminder”) is normally used for
communicating policies, procedures, or related official
business within an organization. It is often written from a one-to-all
perspective (like mass communication), broadcasting a message to an
audience, rather than a one-on-one, interpersonal communication. It
may also be used to update a team on activities for a given project or
to inform a specific group within a company of an event, action, or
observance.
Memos can be tricky because they often communicate to multiple
audiences who have different levels of knowledge about the context.
For example, if you are communicating a new company policy,
different types of employees will want to know exactly how the policy
impacts them.
 Memorandum

A memorandum is
considered “inside”
correspondence.
It is written to someone
in your company.
 Advantages of Memos

Memos are:
Quick
Inexpensive
Convenient
A Written Record
 Memorandum

A memo is less formal than a letter.

It usually conveys one idea and is likely to be
short.
Effective memos are clearly written with the
objective stated in the first sentence.
 Purposes of Memos

To Inquire
To Inform
To Report
To Remind
To Transmit (transfer)
To Promote Goodwill
 Memos

A memo should be
designed to get your
message across quickly.
Busy people do not want
to waste time reading
unnecessary information.
 Organization of the Memo

Statement of Purpose
Message
Statement of Future
Action
 BASIC PARTS OF A MEMO

TO:
FROM:
DATE:
SUBJECT:

Body of the memorandum—single spaced

Reference initials
 Memo

Make sure the memo is

Clear
Concise
Correct
Concrete
Complete
 Memos

Make sure the

memorandum is
Well placed
Has correct punctuation
and spelling
 Memos

Be sure the memo

States the purpose clearly
Presents message effectively
Uses a courteous tone
Gives reader complete, accurate details
Concludes appropriately
 Format
Memos are distinguished by a header that includes DATE, TO, FROM,
and SUBJECT lines. Other lines, such as CC or BCC, may be added as
needed. An RE (“Reference”) line may be used instead of SUBJECT, but
this use is becoming rarer as “RE” is often mistaken as “Reply” because
of its use in email.
DATE: List the date on which the memo is distributed.
TO: List the names of the recipients of the memo. If there are several
recipients, it’s acceptable to use a group name, such as “All Employees”
or “Personnel Committee Members.”
FROM: List the name and job title of the writer(s).
SUBJECT: Think of the SUBJECT line as the title for the memo. Make
it specific so that readers can immediately identify the topic.
 Format

These headings may be double- or single-spaced,

and the SUBJECT line is often in all capital
letters. Furthermore, the order of the items can
vary. Many organizations have their own style
preferences on these issues. If not, the order listed
above, double-spaced, is the most common.
The text of memos typically uses block format,
with single-spaced lines, an extra space between
paragraphs, and no indentions for new paragraphs.
 Organization
Professional memos are organized according to one of two strategies:
Direct and indirect.
The direct organization strategy presents the purpose of the document in
the first paragraph (sometimes the first sentence) and provides
supporting details in the body.
The indirect organization strategy opens with relevant, attention-getting
details that do not directly state the purpose of the document. The
purpose is revealed in the body of the message, usually sandwiched
between supporting details.
The direct approach is used for good news or routine communication;
the indirect approach is used for persuasive, sales, or bad news
messages. A directly stated purpose is welcome in good news or routine
messages but could be viewed as abrupt or insensitive in a bad news or
persuasive message. When the audience is not receptive to the message,
it is best to lead up to the purpose gradually.
 Organization

In both types of organization, action information (such as deadlines or contact

information) or a courteous closing statement is placed in the last paragraph.

Organization
Definition Type of Document Content
Strategy
Introduction Body Conclusion
Writer arrives
Used for good news
at purpose Action
or routine
quickly, information
Direct communication Purpose Details
sometimes in or courteous
(audience is
the first close
receptive or neutral)
sentence.
Writer
gradually builds Used for negative, Relevant, Purpose Action
up to the persuasive, or sales attention- statement is information
Indirect
purpose, which messages (audience getting sandwiched or courteous
is stated in the is not receptive) statements by details. close
body.
 Exapmles

Examples of the memo are provided in the notes

Kindly see your notes for more examples
Thank You!
 Style and Tone
While memo reports and policy memos have a more
formal tone, most memos will have a conversational style
—slightly informal but still professional. The audience of
memos are coworkers, so the writing style usually assumes
a relationship with them (and therefore a certain lack of
formality). Just keep in mind that the relationship is a
professional one, so the writing should reflect that.
Furthermore, as with all workplace documents, the
audience may contain a variety of readers, and the style
and tone should be appropriate for all of their technical and
authority levels.
 Style and Tone
Too Informal Too Formal, Stuffy-Sounding, Wordy Appropriate Balance

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 Common Memo Writing Situations

Memos are used in a variety of workplace

communication situations, from documentation of
procedures and policies to simple announcements.
Below are some common types of memos:
Policies (changes and new)
Instructions
Procedures
Announcements
Trip reports
 Example : A General Office Memo

MEMORANDUM
To: All Staff

From: The Manager

Date: May 27, 2010

 Memorandum

Subject: Inappropriate use of time on Google

Doodle games

Coworkers,
It has come to my attention that many in the
office have been spending time on the Google
home page micro games. This memo is a
reminder to use your work hours for work.
 Memorandum
According to a recent article, the estimated daily cost
of people collectively playing these games instead of
working is over $120 million—which is calculated
based on the daily average increased time spent on
the Google home page (36 seconds).
If these estimates are applied to our 600 office
employees, this results in a nearly $700 weekly loss.
This is a conservative estimate considering the
extensive discussions that occur about beating the
office's current high score. The extra cost quickly
adds up.
 Memorandum

Of course, we don't want you to view our

organization as a place of drudgery and draconian
rules. I encourage a fun and competitive
environment, and I recognize that we certainly
won't be profitable if you are unhappy or
dissatisfied with your jobs. This is just a reminder
to be careful with your use of company time.

Thank you,
 THANK YOU!
STAY SAFE AND
HAPPY
Good Luck!