Disseminating information

Writing a MEMO
Introduction

Writing a MEMO or Memorandum

Did you know that "memo" comes from the
Latin memorandum, "a thing which must be
remembered" ?

Memos and letters are the two most common types

of business communication. Memos resemble letters
in that they communicate information and are
commonly used in the world of business writing.
However, they are structured differently. Read this
toolkit to learn more. Memos differ from letters
in several important ways:
A “memo” is short for a Memorandum. This is  Memos are almost
always used within an
a written note or message giving information or issuing organization
instructions. A memorandum is usually short, with details as  Memos are usually
to who is sending the memo and to whom it should be unceremonious in style
distributed.  Memos are
Until recently, the memo was the preferred format for normally used for non-
sensitive
nearly all written communications within an
communication
organisation. Although e-mail is now the (communication to which
communication tool of choice for brief, informal notes the reader will not have
between co-workers, memos are still best for more an emotional reaction)
 Memos are short
formal messages within an organisation. Memos are and to-the-point
more appropriate than e-mails for messages  Memos have a
addressed to people of higher rank in the direct style
 Memos do not
company, or for messages that may later be have a salutation
circulated to customers, clients, or others outside the  Memos do not
organization. have a complimentary
closing
 Memos have a
specific format that is
Source: Microsoft ® Encarta ® 2007. © 1993-2006 Microsoft
very different from a
Corporation. All rights reserved.
business letter
Get help from Encarta 2007 to learn more about business communication.
Read more about how to write office memos using the fact sheets,
checklists and examples we have set out here.
The fact sheets explain concepts, theory and practices
The checklists provide a reference to guide your actions.
Guidelines provide practical guidelines and tips to writing
Examples demonstrate good practices.
 Fact sheet

Formatting of a Memo
By convention, a memo is titled with the word Memo or Memorandum, which is either
aligned with the left margin or centered on the page. This title is followed first by
the memo’s heading and then by its body, or text. (see example below). Most offices
have memo stationery with these elements arranged in a particular order or format.
If not, use either a memo template provided by your word-processing program or use
one that you design yourself.

The Heading

A memo should include (1) the date, (2) a “to” line with the recipient’s name, (3) a
“from” line with the sender’s name, and (4) a subject line summarizing the memo’s
contents. The heading of a memo consists of
 the date the memo was written
 a “to” line listing the person to whom the memo is addressed
 a “from” line listing the person who wrote it
 a subject line summarizing its contents

(see the example given below)

Note that each line begins with a label followed by a colon. The labels (e.g. DATE)
may bet set in all caps or with only the first letter capitalized.
e.g. DATE: Or: Date:

For emphasis, the labels may also be set in bold type.

The Body

The body of the memo should be separated from the heading by a few line spaces. To
emphasize the break between the heading and the body, consider inserting a thin line
that stretches across the width of the text.
Single-space the lines of each paragraph, and insert a double line space between
paragraphs. Do not indent the paragraphs.

Signature

Although you may sign a memo below the final paragraph as you would a letter,
traditionally a sender writes his or her name next to the “from” line in the heading.
Typist’s Initials, Enclosures, and Carbon Copies

Like a letter, a memo may end with the initials of the typist, a note about
enclosures circulated with it, and a list of people who received carbon copies
of the document.

(See Business Letters, Closings of, for information on styling these features in
the Encarta 2007).

Microsoft ® Encarta ® 2007. © 1993-2006 Microsoft Corporation. All rights

reserved.

Fact sheet

How to write a memo

 Memos usually have one-inch margins on all four sides, and the writer's
initials always appear next to the name at the top of the memo.
 The top line of a memo usually says "Memo" or "Memorandum." The
company logo or letterhead should be above this. (Some companies
omit the words memo or memorandum, although this is not the norm).
 Below the word "Memo" or "Memorandum" is the date, the name of the
person or persons to whom the memo is sent, the name of the writer or
sender (with the writer's initials written-in by hand), followed by a very
short description of the memo's topic.
 Sometimes the order of these four items is altered; however, they are
always present.
 These four items (headings) are double-spaced and a solid line is
frequently drawn below them, separating them from the memo's
message.
 Below the line is the memo's message area. The text in this area is
single-spaced.
 There are two ways to format the text of a memo: block format and
modified block format.
 Block format begins every paragraph flush with the left margin (i.e.
 with no indent) and leaves an empty line of space between each
paragraph.
 Modified block format indents each paragraph and does not leave an
empty line of space between each paragraph.

Fact sheets

How to write a memo

 The text of the memo almost always begins with a bottom-line statement (A
bottom-line statement or message is a short, terse statement of the memo's
purpose.

 All non-sensitive memos should begin with a bottom-line statement.

 The body or message area of the memo is the "meat" of the memo. The text in
this area should be concise, clear, and well-written.

 Organization is very important. If you have more than one topic or subject (or
you have subtopics), you can use headings to make your message more
readable and understandable.

 If you have a list of items within your memo, use bullets. Bullets, like
headings, are frequently used in memos to make them easier to read. Avoid
unnecessary topics or information--and don't repeat yourself.

 Some memos contain conclusions; some omit them. Conclusions are good to
use if you have several points to make and wish to summarize them or make a
recommendation. Conclusions are also useful if you wish to make a request.

 Notification of attachments is included at the very end of the memo, right

above the bottom margin and against the left margin. Always identify your
attachment in the following way--Attachment: Exhibit I

 If a memo continues to a second page, do not use letterhead or repeat the

Date: To:, From:, Subject: information.

 On the second page, across the top, put the name of the person to whom the
memo is sent flush with the left margin, the page number in the center, and
the date at the right margin. Here is a sample:
 Anoma Perera 2 12.12.2006

Example

MEMO

Date: January 14, 2008

To: Sunil Perera

From: Ted Milton, CEO

Subject: Meeting to discuss flats in Pagoda city plan

----------------------------------------------------------------------------------------

This is in response to your request for a meeting to discuss your concerns

about the community flats constructed at Nugegoda under your supervision.
I could meet you at 5.pm in my office on Tuesday, September 5th February
2007.

Sgd.

/IR
 Guidelines

Tips on writing a short, informational

memo
Most single-page memos are organized into three parts:
1. In the first paragraph, summarize your reason for writing the memo in
one or two sentences.

 If you have a recommendation or request, state it here.

 Mention here if you are writing the memo in response to another
memo, letter, or phone call.

2. In the next two to four paragraphs, provide any necessary background

information.

 If you are making a recommendation, offer supporting evidence.

 If you are making a request, explain why.

3. In the final paragraph, restate your central point and state any action
you want to your readers to take in simple and straightforward
language.

 If you need the reader to provide certain information or perform a

specific task, give him/her at least an approximate deadline by
which this needs to be done.
 Do not mix block and modified block formats.

As a rule, do not justify the right margin of a memo. To do so puts odd spacing
in the middle of your sentences and makes your document very hard to read.

In a short, informative memo, readers should never come away confused.

Make sure they should know exactly why you wrote the memo and what, if
anything, you are asking them to do.

Never, never, never write without identifying your audience first.

 Guidelines

More tips on Writing a memo

 Be kind to your reader. Use headings and bullets as necessary to make

the memo easy to read and key points stand out.
 Be concise. Long sentences with complex construction do not belong in
memos. Keep memos short and to-the-point.
 Come to the point first. Always use a bottom-line statement at the very
beginning of a non-sensitive memo.
 Remember memo format. Never use a salutation or complementary
closing with a memo.
 Identify your attachments. If your attachments become separated from
the memo, your reader will know that they were supposed to be there
and can ask for them.
 Limit each paragraph to only one idea. Keep your sentences flowing
smoothly, and keep them short.
 Use a business-like tone. Use the first person (I or we); use short, simple
words; be as informal as the situation allows; use concrete, specific
words.
 Proof read your work. Always read your work (or have someone else read
it) before you sent it out.
 Identify your audience. Identify the person or persons to whom you are
writing.
 Think about what they know, who they are, what they want to see or
hear, how they are situated. Clarify your audience's background,
context, and environment.
 Additional references – a
report on memo writing

"Memo writing is technical writing with its sleeves rolled up." [2: 351]
Read the website on handbook memos in this folder to get more information

A memo is a no-nonsense professional document, designed to be read quickly and

passed along rapidly, often within a company or work group.  E-mail messages are by
far the most common form of memo.

This document describes the basic format for the business and
technical memo.  Most memos are characteristically brief, but
they should follow the other principles of good technical writing
as well: know your audience, be clear, and be accurate.

Typical Components
 Header While a memo generally requests or delivers a quick response to a
 Purpose specific question, it may also be a compact version of a short report,
progress report, or lab report.  Although section titles may appear
 Summary awkward in a very short memo, they allow your readers to scan
 Discussion  efficiently and respond quickly. 

 Action   Memos are often routed, posted, and forwarded, which means they can
reach a lot of people quickly. Effects of careless mistakes build up
quickly, since they tend to generate even more memos asking for
clarification.  Memos also get filed, which means they can come back
to haunt you later if there are erros.  In fact, "memo" comes from the
Latin memorandum, "a thing which must be remembered." 

1. Header
The header is a compact block of information at the top of a memo.  Different offices may
prefer different layouts, but in general you should use an arrangement like the following:
 
  E-mail memos    
Date:  January 24, 1998 
      To:  F. Prefect 
    From:  A. Dent  
      cc:  T. MacMillan 
           Z. Beeblebrox  
     bcc:  D. Adams 
  Subject:  My Suggested Revisions to the  

 Date: Spell it out.  In some countries "12/01/98" means "December 1, 1998,"

but in others it means "12 January, 1998."
 To: and From:  In general, omit titles such as Professor or Mr., but follow
the style your organization prefers.  Write your initials after your name on the
"From" line.

Note:  The standard memo does not use a salutation ("Dear Mr. Perera:") or a
closing ("Sincerely,  Arthur P. Dent").  However, many people do add such lines
to e-mail messages.
 cc ("Carbon Copy") and BCC("Blind Carbon Copy"):  Although carbon
copy paper is obsolete technology, the term persists.  A "blind copy" might go
to a person who should be informed of what is going on (such as an office
assistant or a secretary), but who is otherwise not directly involved.  These
headers are optional.  The people on the "cc" list do not see the names of the
people on the "BCC" list.
 Subject:  Be specific. See the example below.

Annual Report 
(Too vague)
Annual Report Cover Artwork 
(A little more precise,  but there could be many other memos on  this same
topic)
Cost Estimate for Annual Report Cover Artwork 
Emergency Revisions to Annual Report Cover Artwork
The first two examples are unacceptable because they only state a topic, but the last
two are more informative because they also identify the focus -- the particular
relationship of this memo to the general topic.
2. Purpose
Immediately state your reason for writing. Answer the journalist's questions: who, what, when,
where, and why.
Mr. Howard has asked me to arrange a working lunch for all members of the writing
staff, at the main office, sometime before the end of the month. 
The purpose of this memo is to request authorization to purchase a sound card and a
modem for the computer in the front office.
This memo confirms the details of your tour of the new processing plant, as we discussed
over the telephone this morning.
 
3. Summary
The summary should do more than describe the contents of the memo, it should be a miniature
version of the memo.  A technical document is not a mystery novel, so put all your important
information up front.
This memo confirms the plans made during the writing staff's working lunch with Mr.
Howard.  It describes the proposed changes to the Greenfield Power proposal, and
explains the procedure by which employees may voice their own opinions. 
(This passage merely describes the organization of the memo.  It does not actually
summarize the contents.)
 During last week's working lunch, Mr. Howard asked the the writing staff to consider two
major changes to the Greenfield Power proposal: 1) invite the governor to write a letter
of introduction, 2) transpose sections four and five.  Mr. Howard will hold an open
meeting next Friday at 12, in conference room 2, in order to solicit employee feedback. 

(Some readers, satisfied with the summary,  might stop reading here.  If so, you have
done your job well.) 
 
4.  Discussion
Since your memo may be pulled from a file years from now, your discussion section
should include sufficient background information.  The background may include the
names and titles of the people involved, or the dates of earlier memos related to the
one you are writing.  The rest of the section should expand on and support all the
points you made in your summary.  You may employ subheadings similar to those found
in larger technical documents:  situation, problem, solution, evaluation.  Label these
subsections.  You may choose to arrange the discussion chronologically, from more
important to less important, or from the general to the specific.  Whatever rhetorical
pattern you choose, you should follow these general pointers:
 Start with the old information and work carefully towards the new.
 Give your reader a sense of the big picture before you zero in on the individual
parts.
Observation A. [Details on A...]  Observation B.  [Details on B...]  Observation C. 
[Details on C...]  Research suggests that factors A, B, and C combine to create
problem Y.  [Details on Y...]  Therefore, conclusion X.  [Details on X...]  
(An unconnected string of details is often hard to follow.)
Problem Y occurs when factors A, B, and C are present.  This section explains
why we should avoid problem Y, examines each of the contributing factors, and
explains why I feel that action X should prevent further instances of problem Y. 
[Details follow, in the order promised.] 
(Advance knowledge of how the details fit together makes them easier to
absorb.)
 Use active verbs.
 Use the pronoun "I" when you are talking about your work.
 Simplify your language.  Instead of "somewhere in the proximity of," write
"near".  Instead of "at this point in time," write "now."  Avoid puffing up your
writing to make yourself appear more important.

5. Action
Unless the purpose of the memo is simply to inform, you should finish with a clear call for
action. Who should do what, and how long do they have to do it? You may need to include
alternatives, in the event that your readers disagree with you.  Be polite when you ask others
to do work for you, especially when they are not under your supervision.  You may wish to
mention the actions that you plan to take next, and what your own deadlines are, so your
reader can gauge how important the project is to you.  A canned conclusion such as "If you
have any questions, please feel free to contact me at 555-1234" is too vague for a statement of
action.