Memo Writing
What is a Memo?
• Memo writing is something of an art form. A
letter is not a memo, nor is a memo a letter.
• A memo is a short, 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. (but you
still NEED to get your point across)
Purpose for Using a Memo Format
• The purpose for using a memo is to make
requests or announcements.
• A copy of the memo is sent to everyone directly
affected by the news it bears, and the final
paragraph of the memo should clearly spell out
what each person is expected to accomplish in
relation to the memo. (The Call to Action)
• It may be as simple as notifying a team that a
meeting time has been changed with a final
paragraph reminding them to mark their
calendar.
Structuring Your Memo
• As with all business correspondence, learning
how to write a memo involves proper
structure including specific formatting and
length.
• Memos are generally concise and consist of a
page or less. Avoid rambling. It destroys the
memo's effectiveness.
Structuring Your Memo
• The structure should be easy-to-read and
designed in such a way that the main points
can be easily spotted.
• To accomplish this it is beneficial to use
headings and lists rather than paragraphs
where possible.
• Headings should be short, and should clarify
what to expect in the text following each
heading.
Length of Memo
• If the information you plan to send is longer
than a page, it may be better to consider
sending the additional information as an
attachment or a separate document.
• In such cases, the memo serves as a cover
letter.
Memo Structure
• A general guide for is as follows:
• Header and Closing: Total of 1/4 of the memo
total length
• Opening and explanation of task or
announcement: 1/4 of the memo
• Summary and discussion: 1/2 of the memo
What to Include in the Heading
• The heading includes important particulars including who is
receiving the memo. This may include a line of primary
recipients as well as a CC line for those who should be
informed but who do not have to take action.
• TO: Who the memo is being sent to. This includes TO:
followed by name(s) and title(s)
• FROM: Who the memo is from. Place your initials next to
your name as your official "signature."
• DATE: The date the memo is sent.
• RE: The subject of or reason for the memo.
• For an E-mail memo, the subject line works as the memo's
subject line. Keep email memo titles short.
Memo Heading
• Your Name
Your Address
Your Town, Your State Zip Code/Postal Code
• Memo
• To: Name(s) of recipients
CC: Name(s) of people receiving carbon copies
From: Name of sender
Date: Month, day, year
• Re: Need for New Memo Format
Body of the Memo
The body of the memo will include three components:
• Introduction: This is usually a short paragraph of two
or three sentences that lets people know the reason
for the memo.
• Recommendations or Purpose: This section gets to the
meat of the message using key points, highlights, or
conclusions. This may include facts, statistics, examples
and reasons for the memo.
• Conclusion: The conclusion will make it clear what
action needs to be taken and when it needs to be
completed or reiterates the timely news included in
the memo.
Sample Call To Action
The call to action should be specific but does not have to
be complex.
The following examples show a variety of calls to action:
• Jerry, call me as soon as you have read the attached
report.
• We need to implement the new product marketing plan
sooner than discussed at our last meeting, because ABC
company now has a similar one set to launch in July.
Call me right away.
• An unexpected opening occurred in IT this morning
because XX quit. We need to move quickly and select a
new candidate. Get back to me ASAP with a list of
potentials.
Edit Before You Send Your Memo
• While a memo is used as a primary form of
correspondence within a business, editing is
still a critical step. Be sure to proofread your
memo before it is sent out check that it is not
only professional but says what you want to
convey.
Why Write a Memo
• Most business memos are written for one of
three purposes:
– Persuading readers to do something
– Communicating a directive
– Providing technical information
Persuasive Memo Example
Your Name
Your Address
Your Town, Your State Zip Code/Postal Code
Memo
To: Name(s) of recipients
CC: Name(s) of people receiving carbon copies
From: Name of sender
Date: Month, day, year
Re: Need for New Memo Format
I've noticed 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 email, 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 writingand return the input to me by 12 p.m. on September 30. I will
then send out a notice to the entire staff regarding the new memo format.
Thank you for your prompt attention to this matter.
Directive Memo Example
Your Name
Your Address
Your Town, Your State Zip Code/Postal Code
Memo
To: All Staff (or names of specific recipients)
From: Name of sender
Date: Month, day, year
Re: New Memo Format Effective June 1
In order to make interoffice communication 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 Example
Your Name
Your Address
Your Town, Your State Zip Code/Postal Code
Memo
To: Name(s) of recipients
From: Name of sender
Date: Month, day, year
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, the writer includes 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.
Memo Practice Options
• Informing the staff there is a casual day and
what the criteria is
• A change in plans for a group project
• A special event that is taking place on March
break informing the group going of some
details
• You will be away and you require some one to
look after your pet while on vacation
Memo Practice Options
• Some one at your work has recently quit and
you need to find a replacement
• Customer service need to be improved at your
workplace and steps that should be taken
• The communal kitchen at work needs to be
cleaned and staff need to claim (label their
food) or it will be thrown out
• Your club or team needs to be informed about
changes that are occurring
Technical Memo Options