Business Memo
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Memos solve problems
Most effective when they connect
purpose of writer
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Provide Information
Persuade
•
needs of reader
Or Both
Pretend you are the recipient and ask:
• 1. How is this relevant to me?
• 2. What, specifically, do you want me to do?
• 3. What's in it for me?
Parts of a Memo
Heading
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The heading segment follows this general
format:
MEMO TO: (readers' names and job titles)
FROM: (your name and job title)
DATE: (complete and current date)
SUBJECT: (what the memo is about)
In the heading, be Sure to…
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Address the reader by correct name and
job title.
Be specific and concise in your subject
line.
• For example, "Rats" as a subject line
• Could refer to production problem
• Or personal frustration.
• Instead, "Curtailing Rat Extremity Parts in our
Product."
Opening
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Context !!!!
•
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event, circumstance, or background
Paragraph or a sentence
"In our effort to reduce rat parts in our product...."
Only what your reader needs, but comprehensive and clear.
Task statement
•
•
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you should describe what you are doing to address the problem.
"You asked that I look at...."
"To determine the best way of controlling rat extremities, I will...."
Purpose statement
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YOUR reason for writing
WHAT is in the rest of the memo. kind of information included.
"This memo presents a description of the current situation, some
proposed alternatives, and my recommendations."
Summary
(for longer than 1 page)
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Brief statement of the key recommendations
you have reached.
Include references to methods and sources
you have used in your research, but remember
to keep it brief.
You can help your reader by using headings
for the summary and the discussion.
•
•
E.g., instead of "Summary" try "New Rat-Part
Elimination System,"
The headings you choose here should appear in your
purpose-statement forecast.
Discussion
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Details: Keep these two things in mind:
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Inverted pyramid.
• Begin with most important information
• Key findings or recommendations
• Start with your most general information
• Move to your specific or supporting facts
• Or Details: strongest weakest
Closing
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Courteous ending that states what action
you want the reader to take.
• How the reader will benefit from the actions
• How you can make those actions easier
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Usually no signature on memo
Attachments
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Refer to attached documents, lists,
graphs, tables, etc.
E.g. “Attached: Several Complaints
about Product, January - June 1997”
TO:
FROM:
DATE:
SUBJECT:
Sophia Hawkins, Fashion Director, Kuku Designs
Pat Klodowsky, Editor, BeeBop Magazine
September 10, 1994
Fashion shoot on October 3, 1994
Dear Sophia:
It was great talking to you on the phone the other day, and I want to confirm
the arrangements we made for the fashion shoot.
As we briefly discussed, the shoot will feature all of your upcoming Spring
Kuku Designs collection, and we will be using the Central Park Zoo for our
location. We are supplying all models, props and equipment, and we will be
picking up all clothing from you on September 25 -- a list of which you will be
sending me this week (as we arranged).
I will call you as soon as I receive your clothing list. At that time, I would love
for us to have lunch together. Looking forward to hearing from you.
Yours truly,
Pat Klodowsky <or insert signature>
cc: Max Photo Inc.
Encl: Detailed location site for shooting