6.

Communication for Academic and Work Purposes

6.1 The Business Letter
6.2 Job Interview
6.3 The Memoranda/Memo/Memorandum (to be studied and to
be included in the MidTerms)
Source: https://www.grammarly.com/blog/business-writing/how-to-write-memo/#1

What is a memo?

A memo, short for memorandum, is a way to inform a group of people about a

specific problem, solution, or event.

What are the characteristics of a memo?

A memo should be brief, straightforward, and easy to read. It informs recipients

and provides an action plan with specific next steps.

How does one compose/send a memo?

One may send a memo as a paper letter, fax, or PDF attached to an email.
Although the widespread use of email essentially replaced memos in many
circumstances, memos are still helpful for some important messages.

What is the purpose of a memo?

Memos are designed for official internal communications of a business or

organization. They are often sent to an entire organization but are also useful for
informing a single department, team, or smaller group of people. Memos disperse
necessary information using a simple, easy-to-follow format.

When to write a memo

One should write a memorandum when one is in need to relay official business
items efficiently. The aim of a memo should be to inform, bring attention to a
problem, or answer a question. The following purposes are suitable for a memo:
1. broadcast internal changes
2. disseminate news
3. share an upcoming event
4. update public safety guidelines
 5.raise awareness about an issue
6. address a problem
7. make a request
8. share project updates

How to format a memo

If one send a memo via email, it should be formatted as a PDF. This retains the
style applied to the document. Traditionally memos use twelve-point font for the
body and fourteen- to sixteen-point font for the headings. Keep the font and design
simple.

A memo should include the following.

• Heading
o To
o From
o Date
o Subject
• Opening statement
• Context
• Call to action and task statement
• Discussion
• Closing

One also have the option to include attachments to support the message conveyed
in the memo. If a memo is more than one page, one should have a summary to
wrap up your points.

Write a memo in 8 steps

Memos should always be professional and polite—regardless of the topic

introduced. Focus should be maintained on the facts and actionable plans. One
should NOT use emoji in business memos. Keep it brief, direct, and clear and
include only necessary information.
1 Heading
The heading lists who is receiving the memo, who is sending the memo, the date
the memo was written, and the subject of the memo. You can view how to format
this section below.
To: [Recipients’ full names and job titles or department]
From: [Your full name and job title]
Date: [Today’s date]
Subject: [What the memo is about]

Since you addressed the recipients in the heading, there’s no need to include a
greeting.

2 Opening statement
This section can be between one and three sentences. The opening statement is
where you briefly state the purpose of your memo. Include only a summary of the
most crucial information in this section. Later you’ll be able to get into the details.
Try starting with, “I’m writing to inform you . . .”

3 Context
In three to ten sentences, provide context. Context is where you let people know
what you’re writing about, why you’re writing them, and any other critical
information.

This section may include the following:

• supporting evidence
• why your organization made the decision you’re discussing in the memo
• background information
• a problem statement
• how you found the problem
• important timing or dates
• other key points

4 Call to action and task statement

This section can be either two to three sentences or a bullet-pointed list. This is
where one lay out the next steps for your recipients. Write about what the recipient
should do after they read the memo or how you plan to solve the problem
described.
Try writing, “Please [task you’d like completed] by [due date]” or “I appreciate
your cooperation in this matter.”

5 Discussion
The aim of this portion is to persuade the recipients to follow your recommended
actions. Lay out all of the details that support your ideas, beginning with the most
critical information. Give specific supporting facts, ideas, and research that back
up your memo, organizing the information from strongest to weakest.

6 Closing
The closing section is an opportunity to end your memo on a courteous note. We
recommend you share what you want your recipients to take action on one more
time here, as well. Generally, memos don’t include a farewell. But if you want to
have one, make sure to keep it brief.

7 Optional additions
You can include a summary or attachments with your memo if you need to. You
should include a summary if your memo is more than one page. Summaries help
recipients more easily digest the information you’ve shared.

You can place the summary right before your closing statement. A summary may
list key recommendations, a summation of important information, references,
methods, or resources you used. If the information in your memo needs further
clarification, you can place it within this section. Summaries can be a few
sentences long or a bullet-pointed list of key information.

Your supplemental information should include any documentation you want to

share, such as graphs, lists, tables, or photos. If you choose to include attachments,
include a note about what you’ve attached below your closing.

If you’re sending your memo via email, these additional attachments can be added
to your email. If you send your memo as a letter or fax, include these after the last
page of your memo document.

Refer to your attachments as such: “Attached: [name of attachment], [date

created].”
8 Revise
Now that you’ve written your memo, it’s time to revise! Follow the steps below to
ensure your memo is as clear and concise as possible. Remember: the shorter, the
better.

• Cut out any unnecessary material.

• Clarify your main points.
• Proofread for spelling, grammar, and punctuation mistakes.
• Check your facts and resources.
• Get feedback from a colleague before sending.

How is a memo different from . . .

A memo is a concise but informal communication within an organization to

disseminate an official message. But how does this differ from an email, a letter,
a circular, or minutes? Let’s clarify the definitions of these standard business
documents.

How is a memo different from an email?

Memos are typically more formal in tone and language than emails, which are
most effective when they’re short and to the point. In the future, the company may
use your memo as an official document that will be printed, disseminated as hard
copies, or distributed professionally to a large group of people in a readable
format.

How is a memo different from a letter?

Typically, letters are addressed to individuals outside of the organization. They are
meant for longer external messages communicating a specific topic. These may be
informal or formal in tone.

How is a memo different from a press release?

Memos are usually used for internal communications, while press releases are
intended for external communications. A press release is understood to typically be
a longer, more detailed document than a memo.

How is a memo different from a circular?

Circulars are for mass distribution. On the other hand, memos are for a select
group of people. Circulars typically have multiple topics and calls to action.
Memos should address only one subject, briefly.
How is a memo different from minutes?
Meeting minutes are official documents containing the notes from a meeting.
While a memo may refer to minutes in its supplemental attachments, you should
not use a memo as a format for meeting minutes or vice versa.

Examples of memos
It can be challenging to get started writing without a memo example. Here are two
examples of the most commonly used memo formats.

Example 1: Internal changes

When an organization makes policy, procedural, or high-level staffing changes, an

internal change memo should be written. The HR department may send this email,
or it might come from the leadership team or another department.

To: All Employees

From: St. Paul Advertising Company, Human Resources Manager
Date: July 20, 2024
Subject: Changes to Paid Time Off System

I’m writing to inform you about the recent changes to our PTO system. We are
switching platforms to Palm Leaf HR. This system will go into effect on October
1, 2022.

In switching to Palm Leaf HR, our company is attempting to make submitting your
PTO requests simpler. You can find tutorials for navigating this easy-to-use
platform attached to this memo.

You’ll receive an onboarding email from Palm Leaf HR directly this week. Please
be sure to set up your account no later than September 30, 2022.

If you’re having trouble setting up your account, please email us with any
questions at [email protected].

Thank you for your cooperation during this transition. We’re hopeful that this will
make managing your PTO easier.

Attached: Palm Leaf HR Guide, January 2022

Example 2: General business memo

A general business memo format may be used for just about any business item.
Whether it’s a project in progress or an internal analysis, this versatile format will
fit.

To: Ava Colon, Phil Comma, and Dave Period

From: Peter Office, Senior Data Analyst
Date: May 20, 2022
Subject: Revenue Analysis

I’m writing to address the revenue analysis report your team requested. This
analysis covers revenue streams from 2010 to the first quarter of 2022.

This report was requested by the sales team in January 2022 when Dave Period
stepped into the Chief Sales Coordinator position. The analysis was compiled
using Tableau, and the reports are attached.

At this time, I am asking you to review the data and let me know if there’s
anything else you’d like me to analyze more deeply. The best way for you to view
the dashboard is through the invite from Tableau in your email inbox.

Here are the main points from my analysis:

• Our main stream of revenue is our flagship product, Hawaiian-style shirts.
• The second top revenue stream is the running hats.
• Our revenue is generated sales driven primarily through email marketing
efforts.
• There were some periods during which the data were not available and are
therefore not included in this analysis.

Thank you for taking the time to review this analysis. Please feel free to send any
questions or concerns you have to me at [email protected]. If you’re having
technical difficulties accessing the dashboard, please contact our IT department at
[email protected] for assistance.

Attached:
• Tableau Guide, 2022
• 2010–2021 Revenue Analysis Report, May 2022
SOME REMINDERS:

Do you need a signature for a memorandum?

Signature: Do not sign a memo at the end of the message. At most, leave one line
space and then restate initials.

BASIC FORMAT FOR MEMOS:

Source: https://nmu.edu/writingcenter/memorandum#:

Headings: Center or flush left the label "MEMO" or "MEMORANDUM"

at the top of the page. Leave a few line spaces, then have: "DATE:", "TO:", "FR:"
(or "FROM:"), and "RE:" (or "SUBJECT:"). Be as specific as possible when
writing the subject line. Sign your name or initials after your printed name on the
"FR:" line.

Content: Leave a few line spaces between the headings and the
content. ALWAYS BE DIRECT: get straight to your point. Bullets and
subheadings may be appropriate to break large blocks of information into smaller
units. Do not indent the first line of paragraphs. Leave one line space between
paragraphs.

Signature: Do not sign a memo at the end of the message. At most, leave
one line space and then restate initials.
Enclosures: If there are any enclosures, first, write "Encl." or "Enclosures,"
leave one line of space, then, write the title of the enclosure.
Copies: If you are sending copies of the memo to other people not
included in the "TO:" line, have the heading "CC:" and include the names and titles
two line spaces below the end of the memo.

EXAMPLES:

DATE: October 24, 2007

TO: Jane A. Smith, Task Coordinator
FROM: John B. Doe JBD

SUBJECT: REMODELING OF OFFICE

Or

Date: October 24, 2007

To: Jane A. Smith, Task Coordinator
Fr: John B. Doe JBD
Re: Remodeling of Office

I have received the final price estimation for the remodeling of the office and
construction will begin on Monday, November 21. Offices 211A, 211B, and the
conference room will be unavailable for use while construction is under way. The
time schedule for this project is three weeks.

I would appreciate if you could reschedule any meetings that are supposed to take
place in the aforementioned rooms for the next four weeks.

JBD
cc: Leslie C. Michaels, Assistant Task Coordinator

TIPS ON HOW TO WRITE A MEMO

Source: https://www.learninghub.ac.nz/writing/writing/writing-a-memorandum/

Presentation of your memo

Ensure your memo:

• is Word-processed
• has a simple and professional look
• is centred on the page from top to bottom
• is left justified, with single or 1.5 spacing within paragraphs and double
spacing between paragraphs
• uses a 12-point font size and a standard font like Times New Roman or Arial
that is easy to read
• includes sufficient white space to enhance clarity