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Memos
Objectives Differences Among Memos, Letters, and
E-mail Criteria for Writing Successful Memos Process Criteria for Effective Technical Writing
Objectives of Memos
Written and read only within a company
Represent a component of your interpersonal communication skills within your work environment
Memos vs. Letters and E-mail
Characteristic Memos Letters E-mail Destination Internal External Both
Format Date, To, From, Subject
Letterhead address, date,
reader’s address, salutation, etc.
Subject, From, Sent, To
Audience Business colleagues
Vendors and clients
Multiple readers
Topic High-tech to low-tech
Low-tech to lay Diverse topics
Tone Informal More formal Usually informal
Enclosures Hard copy attachments
Additional information
Computer files, Web links
Structure 8.5” x 11” 55 lines page
8.5” x 11” 55 lines page
One screen 12-14 lines
Delivery Time Within 3 days 3 days or more Within minutes
Security Company – work ethics
US Postal -- reliable
May be tampered with
Criteria for Successful Memos
Subject Line The beginning of the memo Typed in all CAPS Gives the topic (the what) plus a focus (the
what about the what) More than one word
Criteria for Successful MemosSubject: FOCUS plus TOPIC
Termination of Comptrollers
Hiring Procedures for Comptrollers
Vacation Schedules for Comptrollers
Training Seminars for Comptrollers
Although the topic stays the same, the focus changes and clarifies
the actual subject matter of the memo.
Criteria for Successful Memos
Introduction
One or two clear introductory sentences which tell your readers what you want and why you’re writing
In the third of our series of quality control meetings this quarter, I’d like to get together again to determine if improvements have been made.
Criteria for Successful Memos
Discussion Respond to the reporter’s questions (who, what,
when , why, where, how) Apply highlighting techniques
Itemization White space Boldface type Headings Columns Graphics
Criteria for Successful Memos
Conclusion Complimentary close
Motivates readers and leaves them happy If our quarterly sales continue to improve at this
rate, we will double our sales expectations by 2000. Congratulations!
Directive close Tells your readers exactly what you want them to do next or what
your plans are (dated action) Next Wednesday (12/22/00), Mr. Jones will provide
each of you a timetable of events and a summary of accomplishments.
Criteria for Successful Memos
Audience Memos average six readers. May use more acronyms and internal
abbreviations. Provide parenthetical definitions if your usage
differs from what most people will assume.
Criteria for Successful Memos
Style Use simple words, readable sentences, specific
detail, and highlighting techniques. Strive for an informal, friendly tone. Reflects your interpersonal communication
skills. Tone is achieved through audience
involvement (you usage), contractions, and positive words.
Writing the Memo
Prewrite and review your prewriting. Determine your focus. Clarify your audience. Review memo criteria. Organize your ideas. Write the draft.
Writing the Memo
Rewriting Add new detail for clarity Delete dead words and phrases for conciseness Simplify words and phrases Move information from top to bottom or bottom to top for
emphasis Reformat using highlighting techniques Enhance the tone and style of the memo Correct for accuracy Avoid sexist language
Effective Memo Checklist
Have you used the correct memo format? Is your subject line correct? Does your introduction tell why you are writing and what
you are writing about? Does the body explain exactly what you want to say? Does the conclusion tell what’s next and provide a
close?
Effective Memo Checklist
Is your page layout reader friendly? Is your writing style concise? Is your writing clear?
Do you answer reporter’s questions? Do you avoid vague words such as some, several,
many, few? Have you written appropriately to your audience? Are errors eliminated?