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Memo Writing
 OBJECTIVES
 After reading this module you should be able to:
3.1 Explain the purpose of memos
3.2 Design pre-printed memo forms which contain all essential details
3.3 Compose memos from given instructions
3.4 Class Activity
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WHY MEMOS?
 The memorandum (plural memoranda), affectionately called a ‘memo’, is a written communication
from one person to another (or a group of people) within the same organization.
 The memorandum (plural memoranda), affectionately called a ‘memo’, is a written communication
from one person to another (or a group of people) within the same organization.
 A memorandum is short piece of writing used by an officer of an organization to communicate
within the organization.
 The literal meaning of the word memorandum is a note to assist the memory. A memorandum is
used for internal communication between executives and subordinates. It is never sent outside the
organization.
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Memos serve a variety of purposes.
 Memorandum (memos) may be used for any official communication. Usually, memos are used:
•
For conveying schedule message.
•
For submitting periodical reports.
•
For communicating changes in organization
•
For issuing instruction to the staff.
•
For conforming a decision made at phone.
•
For asking certain special information.
•
For writing suggestions.
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Advantages of Memorandums
Inexpensive:
 Because of its hand to hand circulation within the organization, it is inexpensive means of
communication.
Convenient:
 It is convenient to write and read memo, as all heading like data, person etc. are usually printed in
standardized format. Memos take comparatively less time for writing, transmission and reading than
letters.
Future reference:
 Memos are usually stored in office files or computer’s discs. As a result, they can be used for future
reference.
Quick:
 Memos ensure quick and smooth flow of information in all directions. With exchanges of memos, the
busy executives and employees can interact with each other without disturbing their routine.
Fixing accountability:
 As memos are records of facts and decisions, they establish accountability. Therefore, some
organizations prefer to use memos even for small events and request than telephone/verbal
communication.
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
Just as letter headed paper is used for letters, many organizations use pre-printed
stationery for memos.

Here are some examples:
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
It is important that the memo headings show details of sender and recipient as well as
reference and date.

Courtesy titles (Mr./Mrs./Miss/Ms) are usually not included.

If pre-printed memo forms are not used in your organization, the following headings are
suggested.
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
After these memo headings, continue in the usual fully-blocked style.

When more than one topic is dealt with it is good practice to use numbered points and
subheadings.

A memo will not include a salutation and complimentary close, but it will usually be
signed or initialed depending on the procedure adopted within individual organization
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Structure

The four-point plan for structuring all business documents (see page 85) should also be applied to memos.
Subject heading

Give a brief indication of the topic.
Main body of memo

Introduction Background information:

briefly give the reason for writing

refer to previous communication

who? what? where? when?

Details Facts and figures:

logical sequence

separate into paragraphs – each one dealing with a separate aspect of the main theme

Response An action statement:
•
action you want the reader to take
•
action you will take
•
deadline?

Close A relevant one-liner
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Tone

As you most likely know your recipients fairly well, memos are usually written in an
informal style.

You should aim to put over your message as concisely as possible while still being
courteous, clear, concise and correct.

The major consideration in composing memos should be the status of the sender and
recipient in the organization, and of course the topic of the memo.

Try to adopt a tone that reflects these factors.

The three factors to be kept in mind while considering the tone are:
i.
Who is going to read the memo?
ii.
The subject-matter of the memo, and
iii.
The company in house style.

The tone of a memo need not be very formal, nor should it be so informal that it loses all
seriousness.
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Tone

As you most likely know your recipients fairly well, memos are usually written in an
informal style.

You should aim to put over your message as concisely as possible while still being
courteous, clear, concise and correct.

The major consideration in composing memos should be the status of the sender and
recipient in the organization, and of course the topic of the memo.

Try to adopt a tone that reflects these factors.
Using lists and bullets

Lists can be used in letters, e-mails, fax messages, memos, virtually any document.

They are useful to set off important ideas. Your list could be a series of words, names,
notes, whatever.

Items could be listed using numbers, letters or bullets. If there are rather a lot of points,
numbers are better – then it’s easy to refer to item number 3 or whatever.

For a simple list of names or words, bullets are better.
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
It is simplest than letter form.

The date is mentioned at the top.

It is followed by the name of the person to whom the report is addressed, the name of the writer
and the subject of the report.

Next follows the actual text and the conclusion.

As in the letter form, the text of the report is divided into paragraphs with heading and subheading
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Why use lists?

They help you to organize your thoughts and your points.

They help focus your reader’s attention on important points.

They help readers find your key points.

They help to simplify detailed or complicated topics.

They simplify the skimming process for busy readers.

They enhance visual impact.
Displaying lists

Make sure you introduce your list appropriately so that your reader knows what to
expect.

Here are some examples.
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Memos – key points to remember
1.
Make a plan first before writing memos. Group your points together in a logical order.
2.
Remember my four-point plan so that you draft your message in a logical structure.
3.
Use simple, clear language that the reader will understand.
4.
Give your memo an appropriate subject heading.
5.
Adopt a tone that reflects the status of the sender and the reader as well as the topic of
the memo.
6.
Use a variety of presentation methods to enhance the display of your message.
7.
Use lists and bullets where appropriate.
8.
Avoid unnecessary expressions like ‘Thank you’ and ‘Regards’.
9.
Do not include a salutation or complimentary close on memos.
Sign your memo in the usual way.
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MEMO Report Writing Sample

Whenever a free-standing report is issued, don’t just issue the report on its own or leave it on
someone’s desk.

It is courteous to attach a brief covering memo which explains it.

Here is an example of a short COVERING MEMO.
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Memorandum Report

An informal report may be presented in the previously discussed format (with your own
composed headings) or as a memorandum.

Here is a short memorandum report.
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Class Activity

Bring in some of your organization's memo headed paper to discuss with your fellow
students.
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Thank You
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