Memorandums
AOS 272
“One of the most amazing features of the
information revolution…[is that
the]…momentum has turned back to the
written word.”
--Paula Jacobs, Information Manager
Memorandums
Memorandums (memos) are used
for internal business communication.
 Their standardized format saves
time and focuses on content.
 They are often less formal because
writer and receiver know each other.

Memo Format
2-inch top margin, standard side
and bottom margins.
 Guide words all caps and bold.

MEMO TO:
FROM:
DATE:
SUBJECT:

Tab to align information after guide
words
Memorandum
To:
Staff
From: Don Barstow
Date: September 16, 2002
Re:
Office Safety
Please mark your calendars for the Office
Safety Meeting on September 27 at 3:00
p.m. All staff are invited.
Confidential
Memo Heading
Most companies have a standardized
memo format with company logo.
 Word processing software have
templates.

Addressee
Courtesy titles generally not used.
 Business titles used for respect or to
eliminate confusion.
 Use distribution list for many
recipients.

Distribution List
Distribution:
J. Bailey
S. Craig
J. Donovan
P. Finley
Writer’s Information
No courtesy title.
 May include business title for clarity.
 Include information needed for
response:

Department
 Location
 Phone number
 Mail code

Date and Subject
Date written out
 September 27, 2002 is standard
American format.
 Subject Line:

Brief
 Specific
 Capitalize main words

Body
One blank line between heading and
body.
 Single space paragraphs; double
space between.
 Use block format (no indents)

Notations

Reference initials:
Lowercase initials of person who keyed.
 File name

Attachment notation [Attachment]
 Enclosure notation
[Enclosure]
 Copy notation
c: J. Jones

E-Mail and Netiquette
E-Mail or Snail Mail?

E-mail is now
more popular than
postal mail

More than 90%of
major U.S.
companies use email.
Advantages and
Disadvantages



Eliminates
telephone tag
Can be used to
contact multiple
readers
Inexpensive




Not confidential
Doesn’t transfer
emotional or nonverbal cues
Subject to
technical failures
Can be ignored
The Seven Cs of Business
Communication







Clear
Concise
Concrete
Courteous
Coherent
Correct
Complete
Netiquette for E-mail:
1.
2.
3.
4.
Reading your work e-mail is a professional
responsibility just like answering your phones.
Read and answer e-mail at least three times a
day.
If you can’t, use answermail or vacation
features that let you send an automatic
message responding to every message you
get. You can let readers know you’ll be out
and won’t respond to email until a certain date.
You can also give a limited access password to
someone to return your e-mail message and
change it when you return.
More Info on Email

http://familyinternet.about.com/cs/e
mail/a/aaemailetiquett.htm
Professionalism
1.
2.
3.
When you introduce yourself via
email, not only are you making a
first impression, you're also leaving
a written record.
Think before you write and read
the message carefully before
sending.
Use spell-check and proofread!
Professionalism

Use an appropriate greeting

Be cautious with humor

Use closing or signature block that
gives needed information
Courtesy in Email




Don't send anything over e-mail that
you wouldn't want published on the
front page of USA Today.
Assume that e-mail is NEVER
confidential, even if you ask for it to be.
Don’t use e-mail to resolve conflicts or
say things that you wouldn’t say in
person.
Avoid anger and sarcasm, and be
cautious with humor – it may be
misinterpreted.
Coherence

Map out your main points

Organize – don’t be afraid to cut and
paste
Conciseness



Use e-mail for delivery of urgent
information.
Keep messages brief and to the point.
Respect other people's time -- and send
e-mail only when it needs to be sent
Complete

Contains all requested information

Answers any questions

Include the attachment!
Other Considerations


Protect yourself: Remember to save
copies -- on paper, on your own
workstation, or both -- of your own
important e-mail messages.
Netiquette does forbid spreading
misinformation, personal or confidential
information, or any statement that is
needlessly damaging to others -including businesses.
Courtesy in Memos





Use a subject heading that gives
pertinent information
Be considerate of reader’s time – get to
the point.
Use formatting (bullets, bold) to highlight
key points.
Try to include all the necessary information
without wandering or rambling.
Use the subject line to let the reader know what
the message is addressing.
Coherence in Memos

Introduction



Body



Gets reader’s attention
Gives reasons to continue
Fulfills the purpose of the memo
Gives complete and accurate details
Conclusion


Specifies action needed
Closes with goodwill
Audience Analysis Communication Styles

Thinkers




Logical
Reflective
Want facts and
analysis
Feelers




People-centered
Empathetic
Courtesy is
important
Sensers




Action based
Direct
Get to the point
Intuitors




Big-picture
Visionaries
Use originality
Seek their ideas