Writing a Memorandum

Business Communication and Report Writing

Memorandum

A memorandum is considered “inside” correspondence.It is written to someone in your company.

Advantages of Memos

Memos are:QuickInexpensiveConvenientA Written Record

Memorandum

A memo is less formal than a letter.It usually conveys one idea and is likely to be short.Effective memos are clearly written with the objective stated in the first sentence.

Purposes of Memos

To InquireTo InformTo ReportTo RemindTo TransmitTo Promote Goodwill

Questions

You should be able to answer several questions regarding your memo:

1. Exactly why are you writing the memo?2. Is the person you are writing to in a position to

make a decision?3. Do you state your objectives immediately?

Check Your Memo

Is is easy to find the main point?Would it help to underline, indent, or bullet the main points?Does your memo have plenty of white space for easy readability?

Have you removed unnecessary words?Is your memo filled with technical jargon?Is it positive?Does it “step on anyone’s toes”?

Memos

A memo should be designed to get your message across quickly.Busy people do not want to waste time reading unnecessary information.

Organization of the Memo

Statement of PurposeMessageStatement of Future Action

Special Formatting and Mechanical Techniques

Use enumerations to list important itemsUse solid capitals and centering to emphasize an important detailUse columns with headings to make reading and understanding easier

Special Formatting and Mechanical Techniques

Use underlining and side headings to show natural breaksUse bullets to emphasize several pointsUse boldface and italics when appropriateUse color coding to attract attention

Important “Nevers” in Memo Writing

Never write memos or any other communications which are unnecessary.Never write complicated, hard-to-understand memos.Keep them simple and to the

point.

Important “Nevers” in Memos Writing

Never write rude, blunt, or thoughtless memos.Never send memos that have typos, misspelled words, or grammatical errors.– They are a poor reflection

on you!

Important “Nevers” in Memos Writing

Never waste space with unnecessary introductory material.– Plunge in!

Never leave out necessary details causing people to have to follow up with questions.

Important “Nevers” in Memos Writing

Never use a closing line or a signature in a memo.

BASIC PARTS OF A MEMO

TO:FROM:DATE:SUBJECT:

Body of the memorandum—single spacedReference initials

Memo

Make sure the memo is

ClearConciseCorrectConcreteComplete

Memos

Make sure the memorandum is

Well placedHas correct punctuation and spelling

Memos

Be sure the memo

States the purpose clearlyPresents message effectivelyUses a courteous toneGives reader complete, accurate detailsConcludes appropriately