Memo Writing
ISP 499z
Jennifer Powers
February 10, 2003
What is a memo?
• “Memos solve problems”
– Inform reader of new information
(i.e., policy changes, etc)
– Persuade reader to take action
(i.e., attend meeting, etc)
• In-house business letter
Memo versus Letter
• Reader
– Communicating within your organization
– Except if several levels above your or
formal situation (i.e., Human Resources)
• Signature/Closing
• Wordiness
– Memos make it easier for reader to get
right at the info
– Letters tend to be more dense
Format
• Header
– TO: (readers’ names and job titles)
– FROM: (your name and job title)
– DATE: (complete and current date)
– SUBJECT: (what the memo is about)
• Be formal with names and titles
• Be concise with subject line
Format, con’t
• Purpose of memo
– Context and problem
– Background info
Format, con’t
• Details
– Analysis of problem
– Divide problem
Format, con’t
• Recommendations
– Your solutions
– Future problems
– Strongest --> weakest
– Use lists when possible
Format, con’t
• Closing remark
– Courteous ending
– Consider how action will benefit the reader
– No signature
– “I look forward to hearing from you…” etc
Format, con’t
• Attachments
– As necessary
– Include list of attachments in header or
bottom of memo
Styles notes
• Headings
– Helps reader skim
• Numbered and bulleted lists
– Makes information readily accessible
• Formatting (bold, italics, etc)
– Helps important information stand out
• Paragraphs
– Keep them short and to the point
Keep in mind
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Keep it short
Sentence structure
Grammar
Spelling
Strong, active verbs
Appropriate vocabulary
Conciseness
Memo assignment/Presentation
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1-2 page(s)
Follow guidelines
Introduce your topic
Assign readings
Give discussion questions
References
• http://www.suite101.com/article.cfm/5381/34825
• http://owl.english.purdue.edu/handouts/print/pw/p_memo.html
• http://ibi.cbe.wsu.edu/Tansuhaj/ibus380/memo.htm