Memos
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Objectives
Differences Among Memos, Letters, and
E-mail
Criteria for Writing Successful Memos
Process
Criteria for Effective Technical Writing
Objectives of Memos
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Written and read only within
a company
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Represent a component of
your interpersonal
communication skills within
your work environment
Memos vs. Letters and E-mail
Characteristic
Memos
Letters
E-mail
Destination
Internal
External
Both
Format
Date, To, From,
Subject
Letterhead
address, date,
reader’s address,
salutation, etc.
Subject, From,
Sent, To
Audience
Business
colleagues
High-tech to
low-tech
Informal
Vendors and
clients
Low-tech to lay
Multiple readers
More formal
Usually informal
Hard copy
attachments
8.5” x 11”
55 lines page
Within 3 days
Additional
information
8.5” x 11”
55 lines page
3 days or more
Computer files,
Web links
One screen
12-14 lines
Within minutes
Company –
work ethics
US Postal -reliable
May be
tampered with
Topic
Tone
Enclosures
Structure
Delivery Time
Security
Diverse topics
Criteria for Successful Memos
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Subject Line
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The beginning of the memo
Typed in all CAPS
Gives the topic (the what) plus a focus (the
what about the what)
More than one word
Criteria for Successful Memos
Subject: FOCUS
plus
TOPIC
Termination
of
Comptrollers
Hiring Procedures
for
Comptrollers
Vacation Schedules
for
Comptrollers
Training Seminars
for
Comptrollers
Although the topic stays the same, the focus changes and clarifies
the actual subject matter of the memo.
Criteria for Successful Memos
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Introduction
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One or two clear introductory sentences
which tell your readers what you want and
why you’re writing
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In the third of our series of quality control meetings this
quarter, I’d like to get together again to determine if
improvements have been made.
Criteria for Successful Memos
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Discussion
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Respond to the reporter’s questions (who, what,
when , why, where, how)
Apply highlighting techniques
 Itemization
 White space
 Boldface type
 Headings
 Columns
 Graphics
Criteria for Successful Memos
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Conclusion
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Complimentary close
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Motivates readers and leaves them happy
If our quarterly sales continue to improve at this rate, we will
double our sales expectations by 2000. Congratulations!
Directive close
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Tells your readers exactly what you want them to do next or
what your plans are (dated action)
Next Wednesday (12/22/00), Mr. Jones will provide each of you a
timetable of events and a summary of accomplishments.
Criteria for Successful Memos
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Audience
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Memos average six readers.
May use more acronyms and internal
abbreviations.
Provide parenthetical definitions if your usage
differs from what most people will assume.
Criteria for Successful Memos
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Style
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Use simple words, readable sentences,
specific detail, and highlighting techniques.
Strive for an informal, friendly tone.
Reflects your interpersonal communication
skills.
Tone is achieved through audience
involvement (you usage), contractions, and
positive words.
Writing the Memo
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Prewrite and review your prewriting.
Determine your focus.
Clarify your audience.
Review memo criteria.
Organize your ideas.
Write the draft.
Writing the Memo
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Rewriting
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Add new detail for clarity
Delete dead words and phrases for conciseness
Simplify words and phrases
Move information from top to bottom or bottom to top for
emphasis
Reformat using highlighting techniques
Enhance the tone and style of the memo
Correct for accuracy
Avoid sexist language
Effective Memo Checklist
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Have you used the correct memo format?
Is your subject line correct?
Does your introduction tell why you are writing and what
you are writing about?
Does the body explain exactly what you want to say?
Does the conclusion tell what’s next and provide a
close?
Effective Memo Checklist
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Is your page layout reader friendly?
Is your writing style concise?
Is your writing clear?
 Do you answer reporter’s questions?
 Do you avoid vague words such as some, several,
many, few?
Have you written appropriately to your audience?
Are errors eliminated?
Criteria for Effective Technical Writing
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Clarity
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Conciseness
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Accessibility
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Audience Recognition
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Audience Involvement
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Accuracy