Lecture 5:
Writing Effective Business Memos
Writing Effective Business Memos
I. Three -part memo structure
A.
B.
C.
Heading
Structure of the message
Say it in one page
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Writing Effective Business Memos
II. Psychological considerations on writing
memos
A. Managing memos to respect your colleagues’
territory
B. Managing memos to protect your own territory
III. Survival techniques for the novice memo
writer (Neman & Smythe, 1992, pp. 148 - 149)
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Writing Effective Business Memos
IV.
Strategies for writing business memos
A.
B.
C.
Ask yourself what you are trying to
accomplish
Should always carry a schedule for action
Be brief; simple; clear; specific and precise
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Three-part Memo Structure

Heading



To:
Name, (title), and department of addressee
From: Name, (title), and department
Subject: (Headline) -- to expedite the reader’s
initial understanding
•
•

Ex:
Ex:
A Low-Cost Way to Reduce Energy Use
The Effectiveness of Reducing Building
Temperatures on Weekends
Date
 Example 1
 Example 2
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Three-part Memo Structure (cont’d)

Structure of the message




Provide a brief statement to orient your reader to
the purpose of your memo
Quickly set out the point
Conclude your memo by describing the “next step”,
including date(s)
Say it in one page (P & G)

The one-page form dispenses with the
nonessential and concentrates on the action points
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Structure of the Message
Orient your reader to the purpose of your
memo:

As promised, I am returning the XYZ marketing plan
draft with comments.

Attached, as you requested, is a revised production
schedule for the frozen-carrot-juice carton hangtags.
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Structure of the Message (cont’d)
Quickly set out the point of your memo:
As discussed, we will convene a meeting in Atlanta on
Thursday, April 15 to discuss the year 2005 strategic
plan.
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Structure of the Message (cont’d)
Conclude your memo by describing the
“next step”, including date(s):


I would very much appreciate your getting it to me by
Thursday, December 7, so I can -It would be helpful if your review of the draft could be
back in my office by Friday, March 15, so I can
incorporate your comments and those from the
packaging firm in the final plan draft.
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Psychological Considerations
Managing memos to:
Respect your
colleagues’ territory
Protect your own
territory
 Limit your recommendations to your
own turf
 Send a copy to the person who is
supposed to be involved
 Give credit
 Do NOT overstep your authority
 Cover your posterior
 Leave a paper trail
 Chronicle your work and file
 Record oral agreements
 Confirm telephone conversations
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Respect Your Colleagues’ Territory
Limit your recommendations to your own
turf
Be sure you advise and recommend strictly:
 on the basis of your own knowledge and
responsibility.
 only on that part of the problem you have been
asked to address.
 EX: DO NOT make a technical recommendation
on a tax matter if you are in marketing.
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Respect Your Colleagues’ Territory
(cont’d)
Send a copy to the person who is supposed
to be involved

This step is a necessary courtesy. If you have to touch
on the subject matter of someone else’s department,
send a copy of your memo to the person responsible.
Give credit


Acknowledge any help you have had in making your
recommendation or formulating your strategy.
EX: …Jim and Woody, in Insurance, kindly provided
the attached tables...
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Respect Your Colleagues’ Territory
(cont’d)
Do NOT overstep your authority

EX: …Gary would like the Human Resources
managers to send out their letters before the press
bulletin is released on Monday.
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Protect Your Own Territory
Cover your posterior


What goes around comes around.
The ground rule for “saving your bacon” is to save
someone else’s when you have a chance. Do NOT
embarrass anyone -- deliberately or inadvertently.
Leave a paper trail

Writing a memo provides evidence of the actions
taken on a given project. Such a trail not only creates
a record of historical and legal value, but can also
protect you if the need arises.
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Protect Your Own Territory (cont’d)
Chronicle your work and file


For each major project keep a file, including copies of
memos and dated copies of all the written work you
have generated for the project.
EX: Portfolio
Record oral agreements

After a meeting or discussion, write down your
understanding of what you agreed to do and send it as
a memo to the person(s) involved. Such confirmation
memos help avoid misunderstandings.
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Protect Your Own Territory (cont’d)
Confirm telephone conversations

After a telephone conversation, you are well advised
to follow up and confirm key calls with a written
memo.
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More Survival Techniques for the
Novice Memo Writer





Avoid remarks that may cause strong feelings.
Avoid embarrassing.
Present each situation in the best possible light.
Keep your ears open.
When you’re new, find a comfortable, helpful, experienced co-worker to
act as your mentor.
 Until you are experienced, don’t send any memo that your supervisor
has not seen before its dispatch.
 Even after you have experience, give your supervisor the opportunity to
approve - or at least to be informed about - your actions or
recommendations whenever the topic is potentially sensitive.
 The higher in the hierarchy the source of a directive to you is, the higher
the priority for the work, and the sooner the deadline for your memo.
(See Supplementary Reading for details)
Source: Neman, B., & Smythe, S. (1992). Writing effectively in business. New York: HarperCollins. 17
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