Writing MemosWriting Memos

The word memorandum is The word memorandum is derived from the Middle derived from the Middle

English word 'memorandus' English word 'memorandus' meaning 'to be remembered'.meaning 'to be remembered'.

IntroductionIntroduction

What is a memo?What is a memo?

A A memomemo is an internal document is an internal document that is generally short, focuses on a that is generally short, focuses on a single topic, reports information, single topic, reports information, makes a request, or recommends makes a request, or recommends action. action.

It follows specific forms, depending It follows specific forms, depending on the organization.on the organization.

Memos Memos

A memo or memorandum is a type of A memo or memorandum is a type of communication commonly used in communication commonly used in businesses. Memo's are sent to businesses. Memo's are sent to colleagues and co-workers. They colleagues and co-workers. They differ from letters as they are more differ from letters as they are more informal and do not require a informal and do not require a salutation or a closure statement as salutation or a closure statement as in in Business LettersBusiness Letters..

MemorandumsMemorandumsmay be defined as..may be defined as..

A record of something which is desired to A record of something which is desired to remember; a note to help the memory.remember; a note to help the memory.

A brief or informal note in writing of someA brief or informal note in writing of sometransaction, or an outline of an intended transaction, or an outline of an intended instrument; aninstrument; aninstrument drawn up in a brief and compendious instrument drawn up in a brief and compendious form.form.

A short note written as a reminder.A short note written as a reminder. A written record or communication, as in a business A written record or communication, as in a business

office.office. A business statement made by a consignor about a A business statement made by a consignor about a

shipment of goods that may be returned.shipment of goods that may be returned. A brief, unsigned diplomatic communication.A brief, unsigned diplomatic communication. A legal document outlining the terms and details of A legal document outlining the terms and details of

an agreement between parties, including each an agreement between parties, including each parties requirements and responsibilities. parties requirements and responsibilities.

Audience and PurposeAudience and Purpose Memos have a twofold purpose: they bring Memos have a twofold purpose: they bring

attention to problems and they solve problems. attention to problems and they solve problems. They accomplish their goals by informing the They accomplish their goals by informing the

reader about new information like policy reader about new information like policy changes, price increases, or by persuading the changes, price increases, or by persuading the reader to take an action, such as attend a reader to take an action, such as attend a meeting, or change a current production meeting, or change a current production procedure. procedure.

Regardless of the specific goal, memos are Regardless of the specific goal, memos are most effective when they connect the purpose most effective when they connect the purpose of the writer with the interests and needs of of the writer with the interests and needs of the reader. the reader.

Audience and PurposeAudience and Purpose Choose the audience of the memo wisely. Choose the audience of the memo wisely.

Ensure that all of the people that the memo Ensure that all of the people that the memo is addressed to need to read the memo. If it is addressed to need to read the memo. If it is an issue involving only one person, do not is an issue involving only one person, do not send the memo to the entire office. Also, be send the memo to the entire office. Also, be certain that material is not too sensitive to certain that material is not too sensitive to put in a memo; sometimes the best forms of put in a memo; sometimes the best forms of communication are face-to-face interaction communication are face-to-face interaction or a phone call. Memos are most effectively or a phone call. Memos are most effectively used when sent to a small to moderate used when sent to a small to moderate amount of people to communicate company amount of people to communicate company or job objectives. or job objectives.

Purpose of a MemoPurpose of a Memo A memo is used as a written A memo is used as a written

reminder or to convey a short reminder or to convey a short proposal or some basic proposal or some basic information. A memo format is information. A memo format is generally short consisting of generally short consisting of between one and four sentences. A between one and four sentences. A longer format might consist of longer format might consist of several paragraphs but should several paragraphs but should never exceed one-two pages in never exceed one-two pages in length. If the information you need length. If the information you need to communicate exceeds one-two to communicate exceeds one-two pages it is better to write a report.pages it is better to write a report.

PurposePurpose Gives busy readers information fastGives busy readers information fast Announce Company PolicyAnnounce Company Policy Makes a requestMakes a request Explain a ProcedureExplain a Procedure Clarify InformationClarify Information Alerts reader to a problemAlerts reader to a problem Reminds readers about a meeting, policy Reminds readers about a meeting, policy

& procedure& procedure To make suggestionsTo make suggestions To report on progressTo report on progress

Clear, direct and focused way on day-to-dayactivities, like sales & profits, product information, policies and schedule changes, progress reports, orders and personnel direction.

Purpose Purpose

Why write memos?Why write memos?

Memos are useful in situations where Memos are useful in situations where e-mailse-mails or text messages are not suitable. or text messages are not suitable. For example, if you are sending an object, For example, if you are sending an object, such as a book or a paper that needs to be such as a book or a paper that needs to be signed, through internal office mail, you signed, through internal office mail, you can use a memo as a covering note to can use a memo as a covering note to explain what the receiver should do.explain what the receiver should do.

IntroductionIntroduction

IntentIntent Action DesiredAction Desired

E.g. I would like to draw your E.g. I would like to draw your attentionattention

to the upcoming holiday to the upcoming holiday season….season….

Style & Tone of a MemoStyle & Tone of a Memo

Depends on the audience within the Depends on the audience within the organisationorganisation

Colleagues – friendly, cooperativeColleagues – friendly, cooperative Managers/Boss- more formal Managers/Boss- more formal

(respect)(respect)

StrategyStrategy IntroductionIntroduction - Know your reader(s)- Know your reader(s) - Tell readers what prompted you to- Tell readers what prompted you to write (procedure, question, policy)write (procedure, question, policy) Link the first sentence of your memo to Link the first sentence of your memo to

your subject lineyour subject line Explain briefly any background Explain briefly any background

information the reader needs to knowinformation the reader needs to know What kind of action desired/expectationsWhat kind of action desired/expectations

Body/DiscussionBody/Discussion

Inform why a problem/procedure is Inform why a problem/procedure is important important

Indicate why changes are necessaryIndicate why changes are necessary Give precise dates, times, location Give precise dates, times, location

and costsand costs

ConclusionConclusion

Ask readers to call you if they have Ask readers to call you if they have any questionsany questions

Request a reply - in writing over the Request a reply - in writing over the telephone, via e-mail, or in person – telephone, via e-mail, or in person – by a specific dateby a specific date

Provide a list of recommendations Provide a list of recommendations that the readers are to accept, revise that the readers are to accept, revise or rejector reject

How to write a memoHow to write a memoMemos should have the following sections and content:Memos should have the following sections and content:

A 'To' section containing the name of the receiver. A 'To' section containing the name of the receiver. For informal memos, the receiver's given name; e.g. For informal memos, the receiver's given name; e.g. 'To: Andy' is enough. For more formal memos, use the 'To: Andy' is enough. For more formal memos, use the receiver's full name. If the receiver is in another receiver's full name. If the receiver is in another department, use the full name and the department department, use the full name and the department name.  It is usually not necessary to use Mr., Mrs., name.  It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal.Miss or Ms unless the memo is very formal.   

A 'From' section containing the name of the sender. A 'From' section containing the name of the sender. For informal memos, the sender's other name; e.g. For informal memos, the sender's other name; e.g. 'From: Bill' is enough. For more formal memos, use 'From: Bill' is enough. For more formal memos, use the sender's full name. If the receiver is in another the sender's full name. If the receiver is in another department, use the full name and the department department, use the full name and the department name. It is usually not necessary to use Mr., Mrs., name. It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal.Miss or Ms unless the memo is very formal.  

A 'Date' section. To avoid confusion A 'Date' section. To avoid confusion between different date systems, between different date systems, write the month as a word or an write the month as a word or an abbreviation; e.g. 'January' or 'Jan'.abbreviation; e.g. 'January' or 'Jan'.

A A Subject HeadingSubject Heading. .   

The message. The message. Unless the memo is a brief note, a well-Unless the memo is a brief note, a well-organised memo message should contain the organised memo message should contain the following sections:following sections:

Situation - an Situation - an IntroductionIntroduction or the or the purposepurpose of the of the memomemo

Problem (optional) - for example: "Since the move to Problem (optional) - for example: "Since the move to the new office in Kowloon Bay, staff have difficulty in the new office in Kowloon Bay, staff have difficulty in finding a nearby place to buy lunch."finding a nearby place to buy lunch."

Solution (optional) - for example: "Providing a Solution (optional) - for example: "Providing a microwave oven in the pantry would enable staff to microwave oven in the pantry would enable staff to bring in their own lunchboxes and reheat their food."bring in their own lunchboxes and reheat their food."

Action - this may be the same as the solution, or be Action - this may be the same as the solution, or be the part of the solution that the receiver needs to the part of the solution that the receiver needs to carry out; e.g. "we would appreciate it if you could carry out; e.g. "we would appreciate it if you could authorise up to $3,000"authorise up to $3,000"

Politeness - to avoid the receiver refusing to take the Politeness - to avoid the receiver refusing to take the action you want, it is important to end with a polite action you want, it is important to end with a polite expression; e.g. "Once again, thank you for your expression; e.g. "Once again, thank you for your support.", or more informally "Thanks".support.", or more informally "Thanks".  

Signature Signature This is optional. This is optional.

MEMORANDUMMEMORANDUM  

To: General ManagerTo: General ManagerFrom: Samantha Ng, Office ManagerFrom: Samantha Ng, Office ManagerDate: 8 March 2009Date: 8 March 2009Subject: Purchase of a Microwave OvenSubject: Purchase of a Microwave Oven

1. Introduction1. IntroductionAt the monthly staff meeting on Thursday, 5 March At the monthly staff meeting on Thursday, 5 March 2009, you requested information about the possible 2009, you requested information about the possible purchase of a microwave oven. I would now like to purchase of a microwave oven. I would now like to present these details. present these details.

2. Background2. Background Since the move to the new office in Kowloon Bay, staff Since the move to the new office in Kowloon Bay, staff have difficulty in finding a nearby place to buy lunch.have difficulty in finding a nearby place to buy lunch.

3. Advantages3. AdvantagesProviding a microwave oven in the pantry would Providing a microwave oven in the pantry would enable staff to bring in their own lunchboxes and enable staff to bring in their own lunchboxes and reheat their food. Also, staff members are less likely to reheat their food. Also, staff members are less likely to return to work late after lunch. return to work late after lunch.

4. Staff Opinion4. Staff OpinionA survey found that staff would like to use the A survey found that staff would like to use the microwave oven. microwave oven.

5. Cost5. Cost

6. Request6. RequestIf this meets with your approval, we If this meets with your approval, we would appreciate it if you could would appreciate it if you could authorize up to $3,000 for the authorize up to $3,000 for the purchase of the microwave oven. purchase of the microwave oven.

Samantha Ng Samantha Ng

BrandBrand ModelModel PricePrice

PhilipPhilip M903M903 $2,800 $2,800

SharpSharp 6145X6145X $2,600$2,600

MEMOMEMO

The meeting on Saturday, 11 April The meeting on Saturday, 11 April has been changed to Room 101.has been changed to Room 101.

To:To: Health & Safety committeeHealth & Safety committee

From:From: John, chairperson, H & S John, chairperson, H & S committeecommittee

Date:Date: 88thth March 2009 March 2009

Subject:Subject: Room changed for next meetingRoom changed for next meeting

Memo planMemo plan

HeaderHeaderSubject lineSubject line

Opening paragraphOpening paragraph

Supporting details/explanationSupporting details/explanation

ClosingClosing

}

}

Subject lineSubject line

Probably the most important part of Probably the most important part of your memoyour memo

summarize the summarize the intentintent of your memo, of your memo, e.g.:e.g.: ““Request for assistance with grant Request for assistance with grant

project”project” ““Consequences of recent material Consequences of recent material

thefts”thefts” specific, concise and to the pointspecific, concise and to the point

Opening paragraphOpening paragraph

Complete summary of your memoComplete summary of your memo provide:provide:

contextcontext task/action/requesttask/action/request summary of the rest of the memosummary of the rest of the memo

Best: put your intent into the first Best: put your intent into the first sentencesentence

Parts of a MemoParts of a Memo

Opening segmentOpening segment..

State the purpose of the memo and State the purpose of the memo and identify the purpose in three parts; identify the purpose in three parts; the context of the problem, the the context of the problem, the particular assignment, and the particular assignment, and the purpose of the memo. Identify the purpose of the memo. Identify the exact reason for writing the memo exact reason for writing the memo and make it clear to the reader. and make it clear to the reader.

Supporting Supporting details/explanationdetails/explanation

Maintain a global structure, such as Maintain a global structure, such as findings findings implications implications action action itemsitems

arrange facts in a logical orderarrange facts in a logical order don’t provide more detail than don’t provide more detail than

necessarynecessary use bullet points where appropriateuse bullet points where appropriate

Body of MemoBody of MemoTask SegmentTask Segment One essential portion of a memo is the task One essential portion of a memo is the task

statement where you should describe what you are statement where you should describe what you are doing to help solve the problem. If the action was doing to help solve the problem. If the action was requested, your task may be indicated by a sentence requested, your task may be indicated by a sentence opening like, opening like,

"You asked that I look at....""You asked that I look at...." If you want to explain your intentions, you might say,If you want to explain your intentions, you might say, "To determine the best method of promoting the new "To determine the best method of promoting the new

fall line, I will...." fall line, I will...." Include only as much information as is needed by the Include only as much information as is needed by the

decision-makers in the context, but be convincing decision-makers in the context, but be convincing that a real problem exists. Do no ramble on with that a real problem exists. Do no ramble on with insignificant details. If you are having trouble insignificant details. If you are having trouble putting the task into words, consider whether you putting the task into words, consider whether you have clarified the situation. You may need to do have clarified the situation. You may need to do more planning before you're ready to write your more planning before you're ready to write your memo. Make sure your purpose-statement forecast memo. Make sure your purpose-statement forecast divides your subject into the most important topics divides your subject into the most important topics that the decision-maker needs.that the decision-maker needs.

Body of the MemoBody of the Memo

Summary segmentSummary segment. .

This segment should provide a brief This segment should provide a brief statement of important suggestions. statement of important suggestions. This will help the reader quickly This will help the reader quickly understand the key points of the understand the key points of the memo. The summary can also memo. The summary can also include links or references to include links or references to sources that you have used in your sources that you have used in your research on the issue. research on the issue.

Body of the memoBody of the memo

Discussion segmentDiscussion segment. .

In this segment, include all of the In this segment, include all of the details that support your ideas and details that support your ideas and recommendations for solving the recommendations for solving the problem. You may also choose to problem. You may also choose to propose future problems that may propose future problems that may arise and discuss how your arise and discuss how your recommendations ensure these recommendations ensure these problems will not occur . problems will not occur .

ClosingClosing

If necessary, summarize what you If necessary, summarize what you want recipient(s) to do.want recipient(s) to do.

Provide clear instructions, including Provide clear instructions, including deadlines where applicable.deadlines where applicable.

Provide further references/contact Provide further references/contact information when appropriate.information when appropriate.

Closing segmentClosing segment

Close the memo with a friendly Close the memo with a friendly ending that states what actions you ending that states what actions you want the reader to take. Consider want the reader to take. Consider the ways that the reader can benefit the ways that the reader can benefit from the information in the memo from the information in the memo and how these changes will be and how these changes will be advantageous. advantageous.

Parts of a MemoParts of a Memo

Necessary AttachmentsNecessary Attachments Make sure you document your findings or Make sure you document your findings or

provide detailed information whenever provide detailed information whenever necessary. You can do this by attaching lists, necessary. You can do this by attaching lists, graphs, tables, etc. at the end of your memo. graphs, tables, etc. at the end of your memo. Be sure to refer to your attachments in your Be sure to refer to your attachments in your memo and add a notation about what is memo and add a notation about what is attached below your closing, like this:attached below your closing, like this:

Attached: Focus Group Results, January- Attached: Focus Group Results, January- May 2007May 2007

Memo writing guideMemo writing guide Write for your audience:Write for your audience: Consider Consider

education, background, company status, education, background, company status, and recipient needs.and recipient needs.

Informative subject line:Informative subject line: Be upfront and Be upfront and

non-generic as to what the memo is about. non-generic as to what the memo is about.

Write the bottom-line first:Write the bottom-line first: Optimally, Optimally, the first sentence or two should contain the first sentence or two should contain what you want the readers to know or act what you want the readers to know or act upon. upon.

Concise:Concise: Check for needless words; keep Check for needless words; keep the memo to one page or less, and use the memo to one page or less, and use attachments or separate summaries for attachments or separate summaries for additional information. additional information.

Coherent:Coherent: Keep the memo structure Keep the memo structure simple and logical, limit one idea per simple and logical, limit one idea per paragraph. paragraph.

Common language:Common language: Keep your Keep your message distilled to accessible message distilled to accessible language, no showing off. language, no showing off.

Factual Tone:Factual Tone: Use a neutral or Use a neutral or positive tone where applicable, positive tone where applicable, avoid emotionally-charged words.avoid emotionally-charged words.

Conclusion:Conclusion: If needed, add a If needed, add a

conclusion, or closing, to your conclusion, or closing, to your memo to reaffirm or summarize the memo to reaffirm or summarize the memo's points. memo's points.

Formatting:Formatting: Follow company- Follow company-specific guidelines, use short specific guidelines, use short paragraphs, bullet points, and paragraphs, bullet points, and strategic placement of details. strategic placement of details. Utilize memo Utilize memo writing standardswriting standards. .

Tips for Better MemosTips for Better Memos

Make a plan first before writing your Make a plan first before writing your memomemo

Ensure your message is as clear as Ensure your message is as clear as possiblepossible

Separate the message into pointsSeparate the message into points Take time to improve your Take time to improve your

presentationpresentation Use numbered points and sub-Use numbered points and sub-

headingsheadings

FormattingFormatting

Left-alignment for text is standard for Left-alignment for text is standard for memos. memos.

Margins should be one-inch. Margins should be one-inch. Use single spaces within paragraphs Use single spaces within paragraphs

and lists, double-space between and lists, double-space between sections. sections.

Text is blocked or modified (first line Text is blocked or modified (first line of each paragraph indented) block, of each paragraph indented) block, without right-margin justification. without right-margin justification.

Write short paragraphs and use Write short paragraphs and use bullet points where applicable. bullet points where applicable.

Types of MemorandumTypes of Memorandum

Memorandum of Understanding Memorandum of Understanding (MOU)/(MOU)/

Memorandum of Agreement (MOA)Memorandum of Agreement (MOA) Private Placement MemorandaPrivate Placement Memoranda Memorandum of AssociationsMemorandum of Associations

Memorandum of UnderstandingMemorandum of Understanding. . This document is used to define and This document is used to define and document the perimeters of a working document the perimeters of a working relationship between two parties. relationship between two parties. Generally, the body of this note Generally, the body of this note addresses the main reason for the addresses the main reason for the partnership, the anticipated outcome, partnership, the anticipated outcome, and the general terms and conditions and the general terms and conditions that will govern the business that will govern the business arrangement. In many cases, the arrangement. In many cases, the Memorandum of Understanding serves Memorandum of Understanding serves as a precursor to a more formal as a precursor to a more formal contract.contract.

A Memorandum of Agreement, A Memorandum of Agreement, or MOAor MOA, is similar to the Memo of , is similar to the Memo of Understanding, in that the Understanding, in that the document is used to spell out the document is used to spell out the terms and conditions that will terms and conditions that will apply to all participants in a joint apply to all participants in a joint project. However, the MOA tends project. However, the MOA tends to go into more detail, outlining to go into more detail, outlining processes and procedure in processes and procedure in addition to addressing the general addition to addressing the general perimeters of the working perimeters of the working arrangement. arrangement.

Private Placement MemorandaPrivate Placement Memoranda is a common communication tool is a common communication tool that is involved in securities that is involved in securities offerings. This type of offerings. This type of memorandum is normally memorandum is normally addressed to a selected number of addressed to a selected number of accredited investors, and includes accredited investors, and includes all pertinent details surrounding all pertinent details surrounding the sale of the security, including the sale of the security, including the final date that the offer will be the final date that the offer will be honored. honored.

The Memorandum of AssociationThe Memorandum of Association is a is a foundational document for many businesses foundational document for many businesses of all sizes. Commonly referred to as The of all sizes. Commonly referred to as The Memorandum, this document essentially Memorandum, this document essentially defines the relationship between the defines the relationship between the company and the outside of the world. The company and the outside of the world. The contents of the memorandum touch on the contents of the memorandum touch on the relationship to clients, vendors, and relationship to clients, vendors, and distributors. In addition to defining distributors. In addition to defining relationships, this type of memorandum relationships, this type of memorandum also indicates the amount of shares a also indicates the amount of shares a company is authorized to issue, and the company is authorized to issue, and the range of operations that the company will range of operations that the company will engage in the pursuit of profitability. engage in the pursuit of profitability.

Electronic Mail (E-mail)Electronic Mail (E-mail)

Used in most business organizations.Used in most business organizations. Because of the ease of creating and Because of the ease of creating and

the speed of sending, email the speed of sending, email messages have partially replaced the messages have partially replaced the memo and the letter.memo and the letter.

Delivery of an e-mail message takes Delivery of an e-mail message takes place within minutes, whether the place within minutes, whether the receiver is in the same building or in receiver is in the same building or in a location anywhere in the world.a location anywhere in the world.

How to format an E-MailHow to format an E-Mail

E-Mail format is similar to a memo E-Mail format is similar to a memo format.format.

E-Mail Heading E-Mail Heading includes the same information as the includes the same information as the

memomemo TOTO FROMFROM DATEDATE SUBJECTSUBJECT

How to format an E-MailHow to format an E-Mail

E-Mail Heading (Cont.)E-Mail Heading (Cont.) Cc: Cc: line for sending a copy of the message line for sending a copy of the message

to additional individualsto additional individuals Bcc: Bcc: line for sending a copy of the message line for sending a copy of the message

to someone without the receiver knowing.to someone without the receiver knowing. Attachment: Attachment: line for attaching files to the line for attaching files to the

e-mail message.e-mail message. How Body should be spacedHow Body should be spaced

Paragraphs begin at left margin.Paragraphs begin at left margin. All paragraphs are single spacedAll paragraphs are single spaced