Writing memos

“Memo" comes from the Latin memorandum, "a thing which must be remembered."

Memorandum Letter

A memorandum is considered “inside” correspondence.

Outside correspondence

Less formal than a letter Generally formal

Salutation/closing not necessary Salutation/closing necessary

Usually conveys one idea and is likely to be short

Detailed

No inside address. inside address.

The objective stated in the first sentence

Memo plan

Header

Subject lineOpening paragraph

Supporting details/explanation

Closing

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RE is "Regarding"

Allocation of space

Heading- 1/8 of the memoOpening- 1/4 of the memoSummary-1/2 of the memo

Closing-1/8 of the memo

Describe the spacing and

alignment of this section.

Double-space; align all words after

colon following “SUBJECT.”

Describe how to space the

message.

Single-space; leave blank line

between paragraphs.

Describe how you would sign

a memo.

Sign your initials at the

end of the FROM line.

Formatting

Formatting (contd…)

• Single-space your memo. Double-space a very short memo.

• Use 12-point Times Roman as the default. • Do not add a complementary close (e.g.,

sincerely). Do not sign memos at the bottom

Formatting (contd…)• Add initials beside your name to indicate

that you have read and approved the memo (optional).

• If the "copies to" list is longer than ten names, place it at the end of the memo. If your memo is addressed to a distribution list, name the list.

Formatting (contd…)

• In a footer, add the date and number the pages of the memo, for example "2/23/96, page 2 of 4." In the footer, you may choose to use smaller type.

• Begin long memos with a paragraph that functions as an executive summary.

• Use the spell-check function. • Break long lists of bullets into several

clusters.

Header

• To: recipient (individuals and/or groups)• From: you/office (e.g. “Student affairs”)/group

(e.g. “Social Committee”)• CC: more recipient(s)• Date:• use correct names/designations for recipients• include titles when appropriate, for all recipients

when possible

'To' section•Contains the name of the receiver.

•For informal memos, the receiver's given name; e.g. 'To: Andy' is enough. •For more formal memos, use the receiver's full name. •If the receiver is in another department, use the full name and the department name.

  It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal.

'From' section•Contains the name of the sender.

• For informal memos, the sender's other name; e.g. 'From: Bill' is enough.

•For more formal memos, use the sender's full name. •If the receiver is in another department, use the full name and the department name.

•It is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal.

cc (“Courtesy Copy")  • cc ("Carbon Copy") Although carbon copy

paper is obsolete technology, the term persists. .

• Subject:  Be specific.

Date:

• Spell it out. 

In some countries "12/01/98" means -"December 1, 1998,“ but in others it means "12 January, 1998."

Subject line

• probably the most important part of your memo

• summarize the intent of your memo, e.g.:– “Request for assistance with grant project”– “Consequences of recent material thefts”

• specific, concise and to the point

Memo sections:

Opening paragraph

• complete summary of your memo• provide:

– context– task/action/request– summary of the rest of the memo

• Best: put your intent into the first sentence

Purpose:• Mr. Howard has asked me to arrange a

working lunch for all members of the writing staff, at the main office, sometime before the end of the month. 

• The purpose of this memo is to request authorization to purchase a sound card and a modem for the computer in the front office.

• This memo confirms the details of your tour of the new processing plant, as we discussed over the telephone this morning.

Supporting details/explanation

• maintain a global structure, such as findings implications action items

• arrange facts in a logical order• don’t provide more detail than necessary• use bullet points where appropriate• use correct structure bullet points (e.g. no

standalone bullets)

Closing

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

• Provide clear instructions, including deadlines where applicable.

• Provide further references/contact information when appropriate.

Writing style Example

Our lack of data prevented evaluation of state actions in targeting funds to areas in need of assistance.

Because we lacked data, we could not evaluate whether the state had targeted funds to areas that needed assistance.

Verb Noun = Nominalization

Examples:discover discoveryresist resistancedifferent differenceproficient proficiency

Nominalization makes for a noun-heavy writing style that is complex and hard to understand.

Please fix:

The agency conducted an investigation into the matter.The agency investigated the matter.

There was first a review of the evolution of the dorsal fin.

First, she reviewed how the dorsal fin evolved.

Active vs. passive voice

Choose the passive voice when :•you don’t know who did it, •your readers don’t care who did it, •or you don’t want them to know who did it.

Example

Those who are found guilty can be fined.

Once the design was publicized, it was widely adopted.

Exercise:

• Write three sentences using the passive voice and present perfect tense. Use the idea below.

• a) new computers (install)

• b) the new library (complete)

• c) new “No Smoking” policy (introduce)

Cohesion

• Move from old information to new.• Arrange topics in a logical order.• Start sentences with ideas that you have

already described, or with something you can safely assume the reader already knows.

• Keep your topics short and reasonably consistent.

Syntactic complexity

• In general, readers best comprehend long complex units after they have read a relatively short and clear subject+verb sequence.

• Place technical terms new to the reader not at the beginning, but towards the end of the sentence.

Example

To help in the efforts of ABCO, Inc., to develop medical policies in regard to coverage of employees engaged in high-risk activities, Dr. Jones has served as a medical consultant.

Dr. Jones has served as a medical consultant to help ABCO, Inc., develop medical policies in regard to coverage of employees engaged in high-risk activities.