MEMOS(MEMORANDUM)

MEANING

A memo is a short form of memorandum , to the point communication

conveying your thoughts, reactions or opinion on something. A memo can
call people to action or broadcast a bit of timely news. With memo writing,
shorter is better.

As with all writing, memo writing needs a structure. Because they

are short, rambling meanderings will soon destroy the memo’s effectiveness
and become a waste of productive time to those that read it and to the
person who wrote it.

If you have something longer than a page, it’s better to send it as an

attachment or a document that follows the memo used as a cover letter.

Never make a memo too long. If someone takes a glance at a memo

that appears to be too long, there’s a good chance it will be set aside for a
time when they aren’t busy. This can defeat your memo’s purpose which is
timely communication.

Elements of an Effective Memo

An effective memo:

 grabs the reader's attention

 provides information, makes a recommendation, or asks for action

 supports your position or explains benefits to reader

 Mentions next steps and deadlines When composing a memo, always take
the four-step approach to writing: plan what you want to say, write a draft,
revise the draft, and edit.

PURPOSE

Memos can be approached in different ways depending on your purpose:

1. Decide if it’s to be persuasive or informative. While many memos

are a combination of the two (“In order to process your claim promptly,
please submit it no later than January 15.”), sometimes memos have to
be one or the other for the reader to take the appropriate action. A
persuasive memo engages the reader’s interest before issuing a
 directive, where as an informative memo outlines the facts and then
requests the reader’s actions.

2. Clearly state the purpose of communication in the subject line.

Most memo formats have the basics of the header, like “to,” “from”
and “date” in place. But you have a responsibility to make the subject
line as descriptive as possible so the reader understands the intent. A
memo simply titled “Vacation Time” might appear to be good news –
until the document explains that vacation time won’t be granted unless
first requested in writing. Thus, a better memo title might be “New
Vacation Time Request Policy".

3. Write memos with purpose and make that purpose known in

the first paragraph. Needless memo writing should be a crime
across all states. One way to make sure no one reads or heeds memos
is to send them out for the slightest issue. Try to avoid doing this. Also,
outline the purpose and the desired action in the memo’s first
paragraph. Readers will become conditioned to the importance of a
memo and gain that knowledge as soon as they open it.

4. K.I.S.S. – Keep It Simple, Silly. Most memo formats accommodate

one page of information. This means that the topic details should be
concise, with clear directives and contacts for follow-up. If it’s a
complex topic extending into multiple pages, still keep the language as
direct as possible, add headings or bullets to guide the reader and
conclude with a summary paragraph of key points.
Reinforce the reader’s necessary action. At the end of the memo,
specifically direct the reader to the desired action.

5. Effective business communication improves workflow and

relationships. Use the tools of memo formats and well-constructed
information to your advantage.

There are three basic reasons to write a

memo:
 to persuade action
 to issue a directive
 or to provide a report.

Regardless of your purpose, memos are generally divided into segments in

order to organize the information and to achieve your intention.
Types of Memos

There are four types of memos you might have to write, each with its
own organizational format:

1. information,
2. problem-solving,
3. persuasion,
4. Internal memo proposal.

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

Problem-solving Memo

 suggests a specific action to improve a situation

 first paragraph states the problem

 second paragraph analyzes the problem

 third paragraph makes a recommendation

 when making a recommendation, include not only the positive

details but also the drawbacks and diffuse them yourself

Persuasion Memo

 used to encourage the reader to undertake an action he or she

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

Internal Memo Proposal

 used to convey suggestions to senior management

 first paragraph states reason for writing

 second paragraph outlines present situation and states writer's

proposal

 third paragraph describes advantage(s)

 fourth paragraph mentions and diffuses disadvantage(s)

 fifth paragraph ends with a call to action

CLASSIFICATION OF MEMOS
DOCUMENTARY MEMOS:

CONGRATULATORY MEMOS

DICIPLINARY MEMOS

STRUCTURE AND LAYOUT

HEADING
The heading segment follows this general format:

TO: (readers' names and job titles)

CC: (any people you are copying the memo to)
FROM: (your name and job title)
DATE: (complete and current date)
SUBJECT: (what the memo is about, highlighted in some way)

 Make sure you address the reader by his or her correct name and job
title.
 Be specific and concise in your subject line.

OPENING SEGMENT

The gist of a memo should occur in the opening sentences/paragraphs. It's a

good idea to include some information about the context, a task statement
and perhaps a purpose statement.

1. The context is the event, circumstance, or background of the problem

you are solving or the directive you are giving. You can use a
paragraph to establish the background and state the problem or more
commonly simply use the opening of a sentence. Include only what
your reader needs and be sure it is clear.

2. In the task statement describe what you are doing to deal with a
situation. If an action was requested, refer to it by a sentence opening
like, "You asked that I look at...." If you want to explain your intentions,
you might say, "To determine the best method of xxx, I will...."

3. Finally, the purpose statement of a memo gives your reason for writing
it and forecasts what is in the rest of the memo. You want to come
right out and tell your reader the kind of information that's in store. For
example, you might say: "This memo presents a description of the
current situation, some proposed alternatives, and my
recommendations." If you choose to use headings for your memo
segments, you can refer to your major headings in this forecast
statement to provide a guide for your reader.

SUMMARY SEGMENT

If your memo is longer than a page, you may want to include a separate
summary segment. This segment provides a brief statement of the key
recommendations you have reached. These will help your reader understand
the key points of the memo immediately. This segment may also include
references to methods and sources you have used in your research, but
remember to keep it brief.

You can help your reader understand your memo better by using headings
for the summary and the discussion segments that follow it. Try to write
headings that are short but that clarify the content of the segment. For
example, instead of using "Summary" for your heading, try "New Rat-Part
Elimination System," which is much more specific. The major headings you
choose here are the ones that will appear in your purpose-statement
forecast.

DISCUSSION SEGMENTS

The discussion segments are the parts in which you get to include all the
juicy details that support your ideas. Keep two things in mind:

1. Begin with the information that is most important. This may mean that
you will start with key findings or recommendations.
2. Start with your most general information and move to your specific or
supporting facts. (Be sure to use the same format when including
details: strongest--->weakest.)
3. For easy reading, put important points or details into lists rather than
paragraphs when possible.
4. Be careful to make lists parallel in grammatical form.

CLOSING SEGMENT

You're almost done. After the reader has read your information, you want to
close with a courteous ending stating what action you want your reader to
take. Make sure you consider how the reader will benefit from the desired
actions and how you can make those actions easier. For example, you might
say, "I will be glad to discuss this recommendation with you during our
Tuesday trip to the spa and follow through on any decisions you make."

NECESSARY ATTACHMENTS

Make sure you document your findings or provide detailed information

whenever necessary. You can do this by attaching lists, graphs, tables, etc.
at the end of your memo. Be sure to refer to your attachments in your memo
and add a notation about what is attached below your closing, like this:

Attached: Several Complaints about Product, January - June 2007

EXAMPLES
PERSUASIVE MEMORANDUM

To: Mary McGee, Alistair Warwranka, George Lipton

CC: Dorothy Barrie
From: The Boss
Date: June 1, 2006
Re: Need for New Memo Format

I’ve noticed that we don’t seem to be able to communicate important

changes, requirements and progress reports throughout the company as
effectively as we should. I propose developing one consistent memo format,
recognizable by all staff as the official means of communicating company
directives.

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.

Thank you for your prompt attention to this.

DIRECTIVE MEMO

To: All Staff

From: The Boss
Date: June 1, 2006
Re: New Memo Format Effective June 1

In order to make interoffice communications easier, please adhere to the

following guidelines for writing effective memos:

 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

To: The Boss

From: Sue Masterson
Date: May 15, 2007
Re: Update on the T-12 Phase Three testing

As we enter Phase Four of the T-12 testing, I wanted to provide a progress

overview of the 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.]