Memo
Memo writing
writing
Memo writing is technical
writing with its sleeves
rolled up.
• A memo is a document typically used
• for communication within a company.
• memos can be as formal as a business
letter and used to present a report.
• Heading and overall tone make a memo
different from a business letter.
• do not include a formal salutation or
closing remark..
• It is important to have your audience
and purpose clearly defined, because
this will help you determine what
information to include.
• Generally memos follow a particular
format.
• Memos are used for interoffice
communication. They are less formal.
• They do convey important information, so
they should be clear, carefully arranged, and
neat, easy to understand and easy to find
the main point.
• the word "Memo" or "Interoffice
Correspondence" centered at the top of the
page.
• On the left margin is the date, who the
memo is to, who it is from, and the subject
of the memo.
A memo may be directed to one
person or a specified group of people.
Purpose of a Memo
• Memos solve problems either by informing
the reader about new information, like policy
changes, price increases, etc., or by
persuading the reader to take an action, such
as attend a meeting, use less paper, or
change a current production procedure.
• memos are most effective when they
connect the purpose of the writer
with the interests and needs of the
reader.
• Heading
Heading provides information about who will
receive the memo, who is sending the
memo, the date, and the memo's subject.
This information may be bolded or
highlighted in some way. For example:
• TO:
• FROM:
• DATE:
• SUBJECT:
• It may be a good idea to include your
job title and your reader's.
Message
• Memos are reproduced and exchanged
rather freely, and it is common for a reader
to receive a memo that is only marginally
relevant to him or her.
• It is important that the first sentence of
the memo should answer that question with a
purpose statement. The best purpose
statements are concise and direct.
• Your memo's message should also provide
a context for readers. In other words,
always tell your readers why you are
writing. Consider the following questions:
1. Is your memo a result of a situation?
For instance, "As a result of
yesterday's meeting...“
2. Is your memo a reminder? For example,
"The Proposal is due July 2."
Tone
• Since you typically send memos to those
working within your company, you can use a
more informal tone than a business letter.
• For example, you might refer to your
colleagues by their first names or use humor.
Always keep in mind that you still need to be
professional.
• Ask yourself how the company's
president would react to your memo.
• If you would be embarrassed to have the
president read your memo, consider
changing or eliminating information.
Length
• Memos are generally short, concise
documents.
• However, you may have to write longer
memos, depending on your topic.
• For example, a memo might present the new
guidelines for a specific office task.
• Obviously, if you have over forty guidelines,
the memo will be more than a page.
• Some memos might even introduce a
short report. In this case, you might
include the report in the memo, or the
memo might be a separate document,
introducing the report.
Format Guidelines
1. Memos have one-inch margins around the
page and are on plain paper
2. All lines of the memo begin at the left
margin
3. The text begins two spaces after the
subject line
4. The body of the memo is single-spaced,
with two spaces between paragraphs
5. Second-page headings are used, as in
business letters
6. The second page includes who the Memo
is to, the page number, and the date.
7. The sender usually signs the Memo using
initials, first name, or complete name
Memos differ from letters
in several important ways:
1. Memos are almost always used within an
organization
2. Memos are usually unceremonious in style.
3. Memos are normally used for non-sensitive
communication (communication to which the
reader will not have an emotional reaction)
4. Memos are short and to-the-point
5. Memos have a direct style.
6. Memos do not have a salutation
7. Memos do not have a complimentary closing.
8. Memos have a specific format that is very
different from a business letter
