EXPOSITORY

WRITING
Memorandum
Lecture
18
1
Previous Lecture

 Basics of Memo
 Purpose of
Memo
 Structure of
Memo
 Types of Memo

2
Memorandum

 Format (Outer Frame) [1/2]

1. Memos have one-inch margins around the page .
2. All lines of the memo begin at the left margin.
3. The text begins two spaces after the subject line.

4. The body of the memo is single-spaced, with two spaces

between paragraphs.
5. The sender usually signs the memo using initials, first
name, or
• complete name.

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Memorandum

 Format (Outer Frame) [2/2]

• Be aware of the practices of addressing and distributing
memos in your organization.
• Consider who should receive and in what order — senior
managers, for example, take precedence over junior
managers.
• If rank does not apply, alphabetizing recipients by last
name is safe.
• Organization name, usually contained in the letterhead.
• Electronic copies of memos should not include simulated
initials. 4
 Memorandum

 Additional Pages
• In case of a memo of more than one page, use a
header, carry at least two lines of the body text over to
that page.
• Theheader should includeeither the recipient’s
name or an abbreviated subject line, the page
number, and the date.
• Place the header in the upper left-hand corner or across
the page.

Source: Handbook of Technical 5

Writing p. 329
Memorandum

 Structure (Inner Frame)

• To:
o For informal memos, the receiver's given name, e.g.,
'To: Andy' is enough.
o For more formal memos, use the receiver's full name. If
the receiver is in another department, use the full name
and the department name. It is usually not
necessary to use Mr., Mrs., Miss or Ms. unless the
memo is very formal.
o If you are sending the memo to several people, list them
after “To”.
o If the list is longer than a dozen names, place it at the
end of the memo and reference it on the “To” line.

6
Memorandum

 Structure (Inner Frame)

• From:
o The writer's name and professional title go after this
heading.
o A 'From' section containing the name of the sender.
o For informal memos, the sender’s first name, e.g.,
'From: Bill' is enough.
o For more formal memos, use the sender's full name.
o If the receiver is in another department, use the full
name and the department name. It is usually not
necessary to use Mr., Mrs., Miss or Ms. unless the
memo is very formal.

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Memorandum

 Structure (Inner Frame)

• Date:
o Dating a memo gives the organization a record of its
correspondence.
o To avoid confusion between the British and American
date systems, write the month as a word or an
abbreviation; e.g. 'January' or 'Jan’.
• Subject:
o State the topic in a few words but make sure it
communicates the point of the memo. E.g.,
“Changes in Employee Medical Benefits” is more
specific than “Employee Benefits Program”.
o Note: The order and placement of these headings may
vary from organization to organization. The “To” line
eliminates the need for a salutation, e.g., “Dear Mrs.
8
Bernstein”.
Memorandum

 Subject Line
• First line of
communication.
• Includes a topic and a
focus.

Example:
Subject: Request for Month-end
Expenditures
Focus Topic

9
 Memorandum

Source: Handbook of Technical 10

Writing p. 329
Memorandum

For example, a successful subject line would

read as follows

Subject: VACATION SCHEDULE FOR

ACCOUNTANTS
🞄 The focus aids communication more than The topic of a
🞄 the
Accountants is thecan
topic. instance, topic of the
stay the same,
memo;while
vacation
memo,schedule
for
isthe
thefocus
focus.changes.
🞄 Look at the following examples:
Subject: SALARY INCREASE FOR
ACCOUNTANTS Subject:
TERMINATION OF ACCOUNTANTS
🞄 In each of these instances, the topic stays the
same: Accountants.
🞄 Notice, then, how important the focus comments
are. 11
Memorandum
 Structure (Inner Frame)
• Message [1/2]
o The content of the memo should consist of a concise
introduction, one or more middle paragraphs
conveying the details, and perhaps a brief conclusion.
o Some memos are as short as one paragraph, or even one
sentence.
o Memo length is determined by the purpose and audience.

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Memorandum
 Structure (Inner Frame)
• Message [2/2]
o Unless the memo is a brief note, a well-organized
memo message
should contain the following sections:
a) Situation - an Introduction or the purpose of the memo.
b) Problem (optional) - for example: "Since the move to the
new office in Kowloon Bay, staff has difficulty in
finding a nearby place to buy lunch."
c) Solution (optional) - for example: "Providing a microwave
oven in the pantry would enable staff to bring in their
own lunchboxes and reheat their food."
d) Action - this may be the same as the solution, or be the
part of the solution that the receiver needs to
carry out; e.g. "we would appreciate it if you could
authorize up to $3,000" .
e) Politeness - to avoid the receiver refusing to take the
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action you want, it is important to end with a polite
Memorandum

 A long memo has different sub-sections

• Summary
o A summary, placed at the beginning of the memo, should
condense the subject to five or ten lines. It should
not contain jargon or highly technical language.

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Memorandum
 A long memo has different sub-sections
• Introduction [1/3]
o The introduction states the memo's purpose and scope.
You may add a paragraph or two of background
material if the reader needs more information.
o The introduction may also be used to ask or answer key
questions, thank the reader, or give good news
such as the approval of a proposal.
o If you must refuse a request or reject an offer, use the
introduction to
establish your reasons before saying “no”.

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Memorandum
 A long memo has different sub-sections
• Introduction [2/3]
o Two or three sentences that orient your reader about
why your are
writing to him or her.
o This should not be an editorial (for example, don't include
philosophy about how important this issue is to
your company--your readers already know that).
o Rather, the Introduction should inform the reader
about specific
background info regarding the project you are writing
about (for
example,
objectiv who, what, when, where, why). 16
Memorandum

 A long memo has different sub-

sections
• Introduction [3/3]
o Explain why you are writing
(purpose).
o State what you are writing about
(subject).
Why you are
Example: writing?
To help me complete my monthly budget report,
please
send me a copy of your month-end expenditures.
What you are
writing
17
about?
Memorandum

 A long memo has different sub-sections

• Discussion
o The facts of a situation need to be accurately
identified and presented, and the arguments need to
be reasoned and supported carefully.
o Explanation.
o Itemize your needs for easy access.
Examp
Be sure to include the following details
le: expenses:
• Mileage
• Food
• Hotel room charges
18
Memorandum

 A long memo has different sub-sections

• Analysis [1/3]
o Before you engage in any analysis you need to tell your reader
some
• things:
a) Data: What data will you be using? How and where did
you
• obtain the data?
b) Method.: What methods will you be using to analyze
your data?
c) Assumptions: Are there some key assumptions that
you will be
• making during your analysis? 19
Memorandum
 A long memo has different sub-sections
• Analysis [2/3]
o Specific Analysis
a) This section may also be labeled "Findings", "Details",
"Results", or something else that signifies that this is
where you provide the details of your analysis.
b) This is for the reader that needs more specific
information than the summary info presented in
the key points listed above.

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Memorandum

 A long memo has different sub-sections

• Analysis [2/3]
o Significance of Data

a) Most analytical reports require the incorporation of data

in order to be convincing.
b) Data provide a sense of objectivity and encourage
"managing by
• fact".
c) Data are usually expressed in either tables or graphs.
d) They can be placed inside the analysis section or at the
end of the
• report as attachments.
numerical 21
Memorandum
 A long memo has different sub-sections
• The conclusion summarizes the main points and
discusses what
action is required of the readers.
• The “From” line eliminates the need for a
complimentary close (e.g. “Yours faithfully”).
• Writer’s initials – a memo is completed by the
writer's initials, not
his/her signature, immediately after the last sentence.
• Distribution list – names on the distribution list are
usually typed in alphabetical order. However, if
one of the individuals clearly outranks the others,
place that name first.
• Attachments – if you have attachments, you may list
them at the top of the memo or at the end.
• Copies – a duplicate copy of the memo should be 22
Memorandum

 A long memo has different

sub-sections
• Conclusion State what’s next
o When you expect a follow-
up?
o Why that date is important?
Examp When
le:
Please send your month-end expenditures by
Wednesday at 3:00 p.m. This will allow me
to complete the budget
report by John’s deadline.
Why
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Example Memos [1/6]

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Example Memos [2/6]

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 Example Memos [3/6]

Source:
http://lib.vcomsats.edu.pk/library/HUM100/COURSE%20CONTENT/LECTURE%20SLIDE/Lecture_23/What%20is%20
a%20memo.pdf 26
Example Memos [4/6]

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Example Memos [5/6]

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 Example Memos [6/6]

Source:
http://lib.vcomsats.edu.pk/library/HUM100/COURSE%20CONTENT/LECTURE%20SLIDE/Lecture_23/What%20is%20
a%20memo.pdf 29
Memorandum

 Microsoft Word’s Wizards/Templates

• Microsoft Word’s Wizards/Templates help students
to write memos (and letters, fliers, résumés, etc.).

• Students can access Wizards/Templates by clicking on

File, scrolling to New, and then clicking on the Memos
tab. Inside this file, they’ll find templates for
contemporary, professional, and elegant memos.

• Wizards/Templates help students format memos and

provide the standard memo components. However,
templates are restrictive, limiting the students’30
Writing a Memo in Word

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Write the Heading Segment

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Opening Segment

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Expanding in Discussion Segment

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Include a Summary Segment

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Finish with a Closing Segment

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 Close with a Call to Action

Source: lib.vcomsats.edu.pk/.../How%20to%20Write%20a%20Memo
%20with%20images.pdf
37
Conclusions

• Format of
Memo
• Structure of
Memo

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