MemorandumMemorandum

Ch.Unurbat Ch.Unurbat

How to write memo?How to write memo? General Information General Information

About MemosAbout Memos:: Audience and Purpose:Audience and Purpose: Parts of a Memo:Parts of a Memo: Format:Format: Sample memo:Sample memo:

How to write memo?How to write memo?Memos and letters are the two most Memos and letters are the two most common types of business common types of business communication.  Memos resemble communication.  Memos resemble letters in that they communicate letters in that they communicate information and are commonly used in information and are commonly used in the world of business writing.the world of business writing.

- Memos are almost always used - Memos are almost always used withinwithin an an organization organization - Memos are usually unceremonious in style - Memos are usually unceremonious in style - Memos are normally used for non-sensitive - Memos are normally used for non-sensitive communication (communication to which the communication (communication to which the reader will not have an emotional reaction) reader will not have an emotional reaction)

- Memos are short and to-the-point - Memos are short and to-the-point - Memos have a direct style - Memos have a direct style - Memos do not have a salutation - Memos do not have a salutation - Memos do not have a complimentary closing - Memos do not have a complimentary closing - Memos have a specific format that is very - Memos have a specific format that is very different from a business letter different from a business letter

General Information About MemosGeneral Information About Memos

Memos usually have one-inch Memos usually have one-inch margins on all four sides, and the margins on all four sides, and the writer's initials always appear next writer's initials always appear next to the name at the top of the to the name at the top of the memo.memo.

The top line of a memo usually The top line of a memo usually says "Memo" or "Memorandum." says "Memo" or "Memorandum."   The company logo or letterhead   The company logo or letterhead frequently goes above this.  frequently goes above this.  Some companies omit the words Some companies omit the words memo or memorandum, memo or memorandum, although this is not the norm.  although this is not the norm. 

Below the word "Memo" or "Memorandum" is Below the word "Memo" or "Memorandum" is the date, the name of the person or persons the date, the name of the person or persons to whom the memo is sent, the name of the to whom the memo is sent, the name of the writer or sender (with the writer's initials writer or sender (with the writer's initials written-in by hand), followed by a very short written-in by hand), followed by a very short description of the memo's topic.   Sometimes description of the memo's topic.   Sometimes the order of these four items is altered; the order of these four items is altered; however, they are always present.  These however, they are always present.  These four items are double-spaced and a solid line four items are double-spaced and a solid line is frequently drawn below them, separating is frequently drawn below them, separating them from the memo's message.them from the memo's message.

Sample MemoSample Memo

TO: Kelly Anderson, Marketing ExecutiveTO: Kelly Anderson, Marketing Executive

FROM: Jonathon Fitzgerald, Market FROM: Jonathon Fitzgerald, Market Research AssistantResearch Assistant

DATE: June 14, 2007DATE: June 14, 2007

SUBJECT: Fall Clothes Line PromotionSUBJECT: Fall Clothes Line Promotion

Modified block formatModified block format indents each indents each paragraph and does not leave an paragraph and does not leave an empty line of space between each empty line of space between each paragraph.  Do not mix block and paragraph.  Do not mix block and modified block formats.modified block formats.

Below the line is the memo's message area  Below the line is the memo's message area  The text in this area is single-spaced.The text in this area is single-spaced.    

There are two ways to format the text of a There are two ways to format the text of a memo:memo: Block format and modified block Block format and modified block format.  format.  Block formatBlock format begins every paragraph flush begins every paragraph flush with the left margin and leaves an empty line with the left margin and leaves an empty line of space between each paragraph.  of space between each paragraph. 

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 changes, reader about new information like policy changes, price increases, or by persuading the reader to price increases, or by persuading the reader to take an action, such as attend a meeting, or take an action, such as attend a meeting, or change a current production procedure. change a current production procedure. Regardless of the specific goal, memos are most Regardless of the specific goal, memos are most effective when they connect the purpose of the effective when they connect the purpose of the writer with the interests and needs of the reader. writer with the interests and needs of the reader.

Parts of a MemoParts of a Memo

Standard memos are divided into segments to Standard memos are divided into segments to organize the information and to help achieve the organize the information and to help achieve the writer's purpose.writer's purpose. Heading SegmentHeading SegmentThe heading segment follows this general format:The heading segment follows this general format:

TO:TO: (readers' names and job titles) (readers' names and job titles)FROM:FROM: (your name and job title) (your name and job title)DATE:DATE: (complete and current date) (complete and current date)SUBJECT:SUBJECT: (what the memo is about, highlighted in (what the memo is about, highlighted in some way)some way)

Make sure you address the reader by his or Make sure you address the reader by his or her correct name and job title. You might call her correct name and job title. You might call the company president "Maxi" on the golf the company president "Maxi" on the golf course or in an informal note, but "Rita course or in an informal note, but "Rita Maxwell, President" would be more Maxwell, President" would be more appropriate for a formal memo. Be specific appropriate for a formal memo. Be specific and concise in your subject line. For and concise in your subject line. For example, "Clothes" as a subject line could example, "Clothes" as a subject line could mean anything from a dress code update to mean anything from a dress code update to a production issue. Instead use something a production issue. Instead use something like, "Fall Clothes Line Promotion."like, "Fall Clothes Line Promotion."

Opening SegmentOpening SegmentThe purpose of a memo is usually found in the opening The purpose of a memo is usually found in the opening paragraph and includes: the purpose of the memo, the paragraph and includes: the purpose of the memo, the context and problem, and the specific assignment or task. context and problem, and the specific assignment or task.

Task SegmentTask SegmentOne essential portion of a memo is the task statement One essential portion of a memo is the task statement where you should describe what you are doing to help where you should describe what you are doing to help solve the problem. If the action was requested, your task solve the problem. If the action was requested, your task may be indicated by a sentence opening like, may be indicated by a sentence opening like, "You asked that I look at....""You asked that I look at...."If you want to explain your intentions, you mightIf you want to explain your intentions, you mightsay,say,"To determine the best method of promoting the new fall "To determine the best method of promoting the new fall line, I will...." line, I will...."

Summary SegmentSummary Segment

If your memo is longer than a page, you may want If your memo is longer than a page, you may want to include a separate summary segment. However, to include a separate summary segment. However, this section not necessary for short memos and this section not necessary for short memos and should not take up a significant amount of space. should not take up a significant amount of space. This segment provides a brief statement of the key This segment provides a brief statement of the key recommendations you have reached. These will recommendations you have reached. These will help your reader understand the key points of the help your reader understand the key points of the memo immediately. This segment may also memo immediately. This segment may also include references to methods and sources you include references to methods and sources you have used in your research.have used in your research.

Discussion SegmentsDiscussion Segments

The discussion segments are theThe discussion segments are the longest longest portions portions of the memo, and are the parts in which you include of the memo, and are the parts in which you include all the details that support your ideas. Begin with all the details that support your ideas. Begin with the information that is most important. This may the information that is most important. This may mean that you will start with key findings or mean that you will start with key findings or recommendations. Start with your most general recommendations. Start with your most general information and move to your specific or supporting information and move to your specific or supporting facts. (Be sure to use the same format when facts. (Be sure to use the same format when including details: strongest to weakest.) The including details: strongest to weakest.) The discussion segments include the supporting ideas, discussion segments include the supporting ideas, facts, and research that back up your argument in facts, and research that back up your argument in the memo. the memo.

Closing SegmentClosing Segment

After the reader has absorbed all of your After the reader has absorbed all of your information, you want to close with a courteous information, you want to close with a courteous ending that states what action you want your ending that states what action you want your reader to take. Make sure you consider how the reader to take. Make sure you consider how the reader will benefit from the desired actions and reader will benefit from the desired actions and how you can make those actions easier. For how you can make those actions easier. For example, you might say,example, you might say,"I will be glad to discuss this recommendation with "I will be glad to discuss this recommendation with you during our Tuesday trip to the spa and follow you during our Tuesday trip to the spa and follow through on any decisions you make."through on any decisions you make."

FormatFormat

The format of a memo follows the general The format of a memo follows the general guidelines of business writing. A memo is guidelines of business writing. A memo is usually a page or two long, should be single usually a page or two long, should be single spaced and left justified. Instead of using spaced and left justified. Instead of using indentations to show new paragraphs, skip a indentations to show new paragraphs, skip a line between sentences. Business materials line between sentences. Business materials should be concise and easy to read. should be concise and easy to read. Therefore it is beneficial to use headings Therefore it is beneficial to use headings and lists to help the reader pinpoint certain and lists to help the reader pinpoint certain information. information.

The segments of the memo should be allocated in The segments of the memo should be allocated in the following manner:the following manner:

Header:Header: 1/8 of the memo 1/8 of the memoOpening, Context and Task:Opening, Context and Task: 1/4 of the memo 1/4 of the memoSummary, Discussion Segment:Summary, Discussion Segment: 1/2 of the memo 1/2 of the memoClosing Segment, Necessary Attachments:Closing Segment, Necessary Attachments: 1/8 of 1/8 of the memothe memo

This is a suggested distribution of the material to This is a suggested distribution of the material to make writing memos easier. Not all memos will be make writing memos easier. Not all memos will be the same and the structure can change as you see the same and the structure can change as you see necessary. Different organizations may have necessary. Different organizations may have different formatting procedures, so be flexible in different formatting procedures, so be flexible in adapting your writing skilladapting your writing skill

Memorandum Memorandum

Date: Date: 

To:To:

From: From: 

Subject: Subject: 

Text of the memoText of the memo

Thank youThank you