How to Write an Effective Memo
Memo (short for memorandum) is a business-oriented style that is best suited for
interoffice or inter-colleague correspondence. More informal in tone and
organization than a letter, memos are generally used to provide or ask for
information, announce a new policy, update on personnel transfers, or for any
other internal issues.
Unlike an email, a memo is a message you send to a large group of employees,
like your entire department or everyone at the company. You might need to write
a memo to inform staff for upcoming events, or broadcast internal changes.
Formats of Memos:
There are two memo formats:
Short Memo Format
Long Memo Format
Short Memo Format: used for the initial job description
Short memos are typically less than one page in length, and are used to make
announcements or requests, or to report findings or current status. These memos
should be
a quick read
get to the point in the first paragraph or the first sentence if possible.
Use “newspaper-style” writing, i.e. short paragraphs
Separate the paragraphs with a blank line rather than indentation.
Long Memo Format: Used for the final report
At times it is convenient to issue short (2-4 page) reports in memo format.
Reports are divided into sections, and each section is given a short section title
that is set off in bold type.
Figures are labeled and referred to by name in the report.
Citations and footnotes are common: make sure to properly cite all
sources.
Appendices are included as necessary.
Reports generally are not a quick read, so it is not necessary to follow the
short memo's “newspaper style” format (i.e. short paragraphs and short
sentences).
Types of Memos
There are four types of memos you might have to write, each with its own
organizational format: information, problem-solving, persuasion, and internal
memo proposal.
Information Memo
• used to deliver or request information or assistance
• first paragraph provides main idea
• second paragraph expands on the details
• third paragraph outlines the action required
Problem-solving Memo
• suggests a specific action to improve a situation
• first paragraph states the problem
• second paragraph analyzes the problem
• third paragraph makes a recommendation
• when making a recommendation, include not only the positive details but
also the drawbacks and diffuse them yourself
Persuasion Memo
• used to encourage the reader to undertake an action he or she doesn't have
to take
• first paragraph begins with an agreeable point
• second paragraph introduces the idea
• third paragraph states benefits to the reader
• fourth paragraph outlines the action required
• fifth paragraph ends with a call to action
Internal Memo Proposal
• used to convey suggestions to senior management
• first paragraph states reason for writing
• second paragraph outlines present situation and states writer's proposal
• third paragraph describes advantage(s)
• fourth paragraph mentions disadvantage(s)
• fifth paragraph ends with a call to action
Memo Parts
More informal in appearance and tone than a letter, a memo is set up in a special
format. Headings, lists, tables or graphs are often used to make the information
more readable.
All memos consist of two sections: the heading and the body. The heading
indicates who is writing to whom, when, and why. The heading should include
the following parts:
1. To: "See distribution list"
• lists the names of everyone who will receive the memo
• includes the first and last name and titles or departments of the recipients
for formal memos, memos to superiors, or if everyone on the list does
not know each other
• if all recipients know each other's names and positions, use just the first
initial and last name of each recipient
• can be listed alphabetically or by rank
• if it is not possible to fit all the names in the To: area, use the phrase
"See distribution list"
• at the end of the memo add the word "Distribution" and then list the
names of the people who will receive a copy of the memo
• arrange the names by rank, department or alphabetically
2. From
• lists the name of the writer(s) in the same way as the name(s) of the
recipient(s)
• there is no complimentary close or signature line, but authors initial
their names on the From: line
3. Date
• lists the month, date, and year the memo was written
• do not use abbreviations
• avoid using numbers for months and days
example: April 15, 2020
4. Re: or Subject
• indicates the main subject of the letter
• should be as specific and concise as possible
5. Cc or c
• lists those readers who should have a copy of the memo for their
information or reference but are not expected to carry out the same action
as the recipients listed in the To: line
• "cc" can also be placed at the end of the memo below the distribution list
(if used)
The body of the memo conveys the message and generally consists of 4 parts:
1. Introduction
• states the general problem or main idea
2. Statement of facts
• states the facts or discusses the problem or issue
3. Argument
• explains importance or relevance of facts
4. Conclusion
• summarizes the main idea, suggests or requests action
• memos do not have a complimentary close or signature line
• memos end with a call to action
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
I'm writing to inform you that [reason for writing memo].
As our company continues to grow … [evidence or reason to
support your opening paragraph].
Please let me know if you have any questions. In the meantime,
I'd appreciate your cooperation as [official business information]
takes place.
