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Memo Writing: Parts of A Memo

The document provides guidance on writing effective memos. It discusses that memos should be short, concise, and to the point. The document outlines the key parts of a memo, including the heading, opening, summary, discussion, and closing segments. It emphasizes that memos need structure and organization to clearly communicate information and desired actions.

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Puna Ram Ghimire
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248 views

Memo Writing: Parts of A Memo

The document provides guidance on writing effective memos. It discusses that memos should be short, concise, and to the point. The document outlines the key parts of a memo, including the heading, opening, summary, discussion, and closing segments. It emphasizes that memos need structure and organization to clearly communicate information and desired actions.

Uploaded by

Puna Ram Ghimire
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
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Memo Writing

Memo writing is something of an art form. A letter is not a memo, nor is a


memo a letter. A memo is a short, to the point communication conveying
our thoughts, reactions or opinion on something. A memo can call people to
action or broadcast a bit of timely news.

Memo writing needs a structure. Because they are short. If we have


something longer than a page, it’s better to send it as an attachment or a
document that follows the memo used as a cover letter. We should never
make a memo too long. If someone takes a glance at a memo that appears to
be too long. This can defeat our memo’s purpose which is timely
communication.

Parts of a Memo

There are three basic reasons to write a memo:

 to persuade action
 to issue a directive
 or to provide a report.

Regardless of our purpose, memos are generally divided into segments in


order to organize the information and to achieve our intention.

Heading

The heading segment follows this general format:

TO: (readers' names and job titles)


CC: (any people you are copying the memo to)
FROM: (your name and job title)
DATE: (complete and current date)
SUBJECT: (what the memo is about, highlighted in some way)

Opening Segment

The gist of a memo should occur in the opening sentences/paragraphs. It's a


good idea to include some information about the context, a task statement
and perhaps a purpose statement.

1. The context is the event, circumstance, or background of the


problem you are solving or the directive you are giving. You can
use a paragraph to establish the background and state the problem or
more commonly simply use the opening of a sentence. Include only
what your reader needs and be sure it is clear.
 
2. In the task statement describe what you are doing to deal with a
situation. If an action was requested, refer to it by a sentence
opening like, "You asked that I look at...." If you want to explain
your intentions, you might say, "To determine the best method of
xxx, I will...."
 
3. Finally, the purpose statement of a memo gives your reason for
writing it and forecasts what is in the rest of the memo. You want to
come right out and tell your reader the kind of information that's in
store. For example, you might say: "This memo presents a
description of the current situation, some proposed alternatives, and
my recommendations." If you choose to use headings for your
memo segments, you can refer to your major headings in this
forecast statement to provide a guide for your reader.

Summary Segment

If your memo is longer than a page, you may want to include a separate
summary segment. This segment provides a brief statement of the key
recommendations you have reached. These will help your reader understand
the key points of the memo immediately. This segment may also include
references to methods and sources you have used in your research, but
remember to keep it brief.

You can help your reader understand your memo better by using headings
for the summary and the discussion segments that follow it. Try to write
headings that are short but that clarify the content of the segment. For
example, instead of using "Summary" for your heading, try "New Rat-Part
Elimination System," which is much more specific. The major headings
you choose here are the ones that will appear in your purpose-statement
forecast.

Discussion Segments

The discussion segments are the parts in which you get to include all the
juicy details that support your ideas. Keep two things in mind:

1. Begin with the information that is most important. This may mean
that you will start with key findings or recommendations.
2. Start with your most general information and move to your specific
or supporting facts. (Be sure to use the same format when including
details: strongest--->weakest.)
3. For easy reading, put important points or details into lists rather than
paragraphs when possible.
4. Be careful to make lists parallel in grammatical form.

Closing Segment

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

Necessary Attachments

Make sure you document your findings or provide detailed information


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

Attached: Several Complaints about Product, January - June 2007

Examples

Persuasive Memorandum

To: Mary McGee, Alistair Warwranka, George Lipton


CC: Dorothy Barrie
From: The Boss
Date: June 1, 2006
Re: Need for New Memo Format

I’ve noticed that we don’t seem to be able to communicate important


changes, requirements and progress reports throughout the company as
effectively as we should. I propose developing one consistent memo format,
recognizable by all staff as the official means of communicating company
directives.

While I know this seems like a simple solution, I believe it will cut down
on needless e-mail, improve universal communication and allow the staff to
save necessary information for later referral.

Please talk among yourselves to determine the proper points of memo


writing and return the input to me by 12 noon. I will then send out a notice
to the entire staff regarding the new memo format.

Thank you for your prompt attention to this.


Directive Memo

To: All Staff


From: The Boss
Date: June 1, 2006
Re: New Memo Format Effective June 1

In order to make interoffice communications easier, please adhere to the


following guidelines for writing effective memos:

 Clearly state the purpose of the memo in the subject line and in the
first paragraph.
 Keep language professional, simple and polite.
 Use short sentences.
 Use bullets if a lot of information is conveyed.
 Proofread before sending.
 Address the memo to the person(s) who will take action on the
subject, and CC those who need to know about the action.
 Attach additional information: don’t place it in the body of the
memo if possible.
 Please put this format into practice immediately. We appreciate your
assistance in developing clear communications.

If you have any questions, please don’t hesitate to call me. Thank you.

Technical Memo

To: The Boss


From: Sue Masterson
Date: May 15, 2007
Re: Update on the T-12 Phase Three testing

As we enter Phase Four of the T-12 testing, I wanted to provide a progress


overview of the Phase Three testing.

[The body of the memo might include two-four paragraphs outlining the
purpose of the memo. If this is a longer memo, each paragraph will have a
subhead to help guide the reader through the document. Finally, there is a
summary paragraph, which features bullets highlighting the main points of
each previous paragraph, and concludes the memo with a stated action
required by the reader or writer.]

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