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Memo Writing

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23 views

Memo Writing

Uploaded by

myaseen.beme23pnec
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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MEMO WRITING

What is a memo?

► 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 your thoughts,
reactions or opinion on something.
► A memo can call people to action or broadcast a bit of timely news.
► With memo writing, shorter is better. (but you still NEED to get your point
across)
Purpose of using a memo format

► The purpose for using a memo is to make requests or announcements.


► A copy of the memo is sent to everyone directly affected by the news it
bears, and the final paragraph of the memo should clearly spell out what each
person is expected to accomplish in relation to the memo. (The Call to
Action)
► It may be as simple as notifying a team that a meeting time has been changed
with a final paragraph reminding them to mark their calendar.
Difference between a memo and a
business email/letter
► for internal communications
► rarely more than one page; often ½ page or less of text.
► may have a wide audience
► may be posted rather than sent directly to individual workers
► may have a less formal tone than a letter
Structuring your memo

► As with all business correspondence, learning how to write a memo involves


proper structure including specific formatting and length.
► Memos are generally concise and consist of a page or less. Avoid rambling. It
destroys the memo's effectiveness.
► The structure should be easy-to-read and designed in such a way that the
main points can be easily spotted.
► To accomplish this it is beneficial to use headings and lists rather than
paragraphs where possible.
► Headings should be short, and should clarify what to expect in the text
following each heading.
Length of a memo

► If the information you plan to send is longer than a page, it may be better to
consider sending the additional information as an attachment or a separate
document.
► In such cases, the memo serves as a cover letter.
MEMO STRUCTURE

► Header and Closing: Total of 1/4 of the memo total length


► Opening and explanation of task or announcement: 1/4 of the memo
► Summary and discussion: 1/2 of the memo
What to include in heading?

► The heading includes important particulars including who is receiving the


memo. This may include a line of primary recipients as well as a CC line for
those who should be informed but who do not have to take action.
► TO: Who the memo is being sent to. This includes TO: followed by name(s)
and title(s)
► FROM: Who the memo is from. Place your initials next to your name as your
official "signature."
► DATE: The date the memo is sent.
► RE: The subject of or reason for the memo.
► For an memo, the subject line works as the memo's subject line. Keep memo
titles short.
Body of the memo

► Introduction: This is usually a short paragraph of two or three sentences that


lets people know the reason for the memo.
► Recommendations or Purpose: This section gets to the meat of the message
using key points, highlights, or conclusions. This may include facts, statistics,
examples and reasons for the memo.
► Conclusion: The conclusion will make it clear what action needs to be taken
and when it needs to be completed or reiterates the timely news included in
the memo.
Sample Call to Action

► The call to action should be specific but does not have to be complex.
► The following examples show a variety of calls to action:

Jerry, call me as soon as you have read the attached report.


We need to implement the new product marketing plan sooner than discussed at
our last meeting, because ABC company now has a similar one set to launch in
July. Call me right away.
An unexpected opening occurred in IT this morning because XX quit. We need to
move quickly and select a new candidate. Get back to me ASAP with a list of
potentials.
Why write a memo

► Most business memos are written for one of three purposes:


► Persuading readers to do something
► Communicating a directive; to communicate a change (e.g. to policies or
procedures), to introduce a new initiative.
► Providing technical information ;to give information or an update on a topic
, to confirm the results of a conversation or agreement or to request information or
action
Persuasive Memo Example

Your Name Your Address Your Town, Your State Zip Code/Postal Code
Memo
To: Name(s) of recipients CC: Name(s) of people receiving carbon copies From: Name of sender
Date: Month, day, year
Re: Need for New Memo Format
I've noticed 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 , 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 writingand return the
input to me by 12 p.m. on September 30. I will then send out a notice to the entire staff
regarding the new memo format.
Thank you for your prompt attention to this matter.
Directive Memo

Your Name Your Address Your Town, Your State Zip Code/Postal Code
Memo
To: All Staff (or names of specific recipients) From: Name of sender Date: Month, day, year
Re: New Memo Format Effective June 1
In order to make interoffice communication 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

► Your Name Your Address Your Town, Your State Zip Code/Postal Code
Memo
► To: Name(s) of recipients From: Name of sender Date: Month, day, year
► 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, the writer includes 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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