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Writing Guide For Memos

This document provides guidance on writing memos. It defines memos and discusses their purpose and typical audience of co-workers. It recommends analyzing the audience to determine their knowledge and needs. The document outlines the general format of memos, including headers for "to," "from," "subject," and "date." It also describes four common types of memos: directive memos, response memos, trip reports, and field/lab reports. Each type has a distinct structure and purpose.

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Lamyae ez- zghari
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81 views

Writing Guide For Memos

This document provides guidance on writing memos. It defines memos and discusses their purpose and typical audience of co-workers. It recommends analyzing the audience to determine their knowledge and needs. The document outlines the general format of memos, including headers for "to," "from," "subject," and "date." It also describes four common types of memos: directive memos, response memos, trip reports, and field/lab reports. Each type has a distinct structure and purpose.

Uploaded by

Lamyae ez- zghari
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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Writing Guide: Writing Memos

Introduction
Definition of a Memo
Purpose of a Memo
Audience Analysis
General Format
Common Types of Memos
Writing Guide: Writing Memos
When you write a memo in industry or for a class assignment, it is
important to have your audience and purpose clearly defined,
because this will help you determine what information to include.

Generally memos follow a particular format, although your instructor


or company may require you to use alternative formats.

 Definition of a Memo
 Purpose of a Memo
 Audience Analysis
 General Format
 Common Types of Memos
Definition of a Memo
A memo is a document typically used for communication within a
company. Memos can be as formal as a business letter and used to
present a report.

However, the heading and overall tone make a memo different from
a business letter. Because you generally send memos to co-workers
and colleagues, you do not have to include a formal salutation or
closing remark.

Purpose of a Memo
Usually you write memos to inform readers of specific information.
You might also write a memo to persuade others to take action, give
feedback on an issue, or react to a situation. However, most memos
communicate basic information, such as meeting times or due dates.

While memos are a convenient channel to communicate, it is always


necessary to determine if a meeting is more appropriate. For
example, pretend your team needs to make a very important
financial decision. A memo can ask for that information from team
members and request a response by a specific date.

By meeting with everyone, however, you not only get to hear final
decisions but the rationale behind them. In fact, new ideas may stem
from face-to-face discussions. By writing a memo in this scenario,
you may never invent alternative ways of solving the problem.

Before writing a memo, outline what your purpose is for doing so,
and decide if the memo is the best communication channel.
Audience Analysis
The typical audience for a memo is your co-workers and colleagues.
However, in the age of downsizing, outsourcing, and
teleconferencing, you might also write memos to employees from
other companies working on the project, or other departments within
your company.

This is why knowing your audience is very important when writing a


memo. For example, if your audience is generally familiar with you
professionally and/or your role in the project, it is not necessary to
provide a detailed background about your purpose. If they are new
to the project, provide detailed background information so that they
understand the situation and can provide constructive feedback if
desired.

It is helpful, however, to inform readers about the context. In other


words, do not only write that a meeting will take place by listing the
date and time. Inform why the meeting is occurring in the first place.
Also, do not assume that your readers have contact information.
Always include some way for them to get in touch with you and other
members of the team working on the project.

As a student, you may have to write memos to your instructor or


classmates. When composing academic memos, consider what this
audience already knows about the subject. For example, if you are
writing a memo for a paper, does your audience already know what
the paper is about? What further information do they require to
provide understanding?

When writing a memo, consider the audience's knowledge of the


topic and previous experience, and draft your memo to take care of
those needs.
General Format
When you write a memo, you will follow a general format. Your
instructor or company may have specific requirements that you must
use. For instance, a company might have a particular way of
presenting a heading or may even use a specific type of letterhead or
logo.

However, usually a memo has a "to," "from," "subject," and "date"


entry.

Heading/ Message/Lists/ Tone/ Length

Common Types of Memos


Each memo is written for a specific purpose to a specific audience.
The purpose and audience for your memo will help guide what type
of memo you will write.

Even though no two memos are identical, four common broad


categories exist. If you are unsure about how to format your memo,
ask your instructor or review memos your co-workers have written.

 Directive
 Response to an Inquiry
 Trip Report
 Field/Lab Reports
Directive Memo
A directive memo states a policy or procedure you want the reader or
co-worker to follow. The length of the memo depends on how much
space is required to properly explain the procedure.

The body of the memo should begin with a clear, concise sentence
that states the purpose of the memo. For example:

"The purpose of this memo is to let all members of the ABC


department know that doughnuts will be provided every Friday
morning at 8 a.m."

You then provide statements that explain the rationale for such a
decision or procedure.

Response Memo
The purpose of this memo is to provide the audience with desired
information. It usually has four parts:

 purpose statement
 summary
 discussion
 action

Begin this memo with a short paragraph stating the purpose, which
is always to respond to a request for information. Next, summarize
the information requested.

Third, in a discussion section, point out to the reader any important


information that you feel should be highlighted or stressed.

Finally, in the action section, state any additional action you are
going to take or feel should be taken to properly address the original
request for information.
Trip Report Memo
A trip report memo is usually sent to a supervisor after an employee
returns from a business venture. The structure is listed below:

 purpose statement
 summary
 discussion
 action

Begin this memo with a short paragraph stating the purpose, which
is always to provide information on your trip.

Next, summarize the trip. Remember, the reader is usually not


interested in a detailed minute by minute account of what happened.
Instead, take the time to write a clear and concise outline of your
trip.

Third, in a discussion section, point out to the reader any important


information that you feel should be highlighted or stressed.

Finally, in the action section, state any additional relevant


information you have come across since returning from the trip or
any recommendations you might have for the reader.

Field Report Memo


Memos are often used to report on inspection and procedures. These
memos, known as field or lab reports, include the problem, methods,
results, and conclusions, but spend less time on the methods section.

A field or lab report memo has the following structure:

 purpose of memo
 summary
 problem leading to the decision to perform the procedure
 methods
 results
 conclusions
 recommendations

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