Memo

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, memos differ from letters in several important ways:

• Memos are almost always used within an organization
• Memos are usually unceremonious in style
• Memos are normally used for non-sensitive communication (communication to which the reader will not have an emotional reaction)
• Memos are short and to-the-point
• Memos have a direct style
• Memos do not have a salutation
• Memos do not have a complimentary closing
• Memos have a specific format that is very different from a business letter

Memo Format:
Memorandum

Date:

To:

From:

Subject:

________________________________________Text of the memo



General Information About Memos:

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 frequently goes 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 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 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. Do not mix block and modified block formats.
Parts of a Memo

Standard memos are divided into segments to organize the information and to help achieve the writer's purpose.
Heading Segment

The heading segment follows this general format:

TO: (readers' names and job titles)
FROM: (your name and job title)
DATE: (complete and current date)
SUBJECT: (what the memo is about, highlighted in some way)
Opening Segment

The purpose of a memo is usually found in the opening paragraphs and is presented in three parts: the context and problem, the specific assignment or task, and the purpose of the memo.

1. The context is the event, circumstance, or background of the problem you are solving. You may use a paragraph to establish the background and state the problem or simply the opening of a sentence, such as, "In our effort to reduce rat parts in our product...." Include only what your reader needs, but be sure it is clear.

2. In the task statement you should describe what you are doing to help solve the problem. If the action was requested, your task may be indicated by a sentence opening like, "You asked that I look at...." If you want to explain your intentions, you might say, "To determine the best method of controlling the percentage of rat extremities, I will...."

3. Finally, the purpose statement of a memo gives your reason for writing it and forecasts what is in the rest of the memo. This is not the time to be shy. You want to come right out and tell your reader the kind of information that's in store. For example, you might say: "This memo presents a description of the current situation, some proposed alternatives, and my recommendations." If you plan to use headings for your memo segments, you can refer to your major headings in this forecast statement to provide a better guide for your reader.
Summary Segment

If your memo is longer than a page, you may want to include a separate summary segment. This segment provides a brief statement of the key recommendations you have reached. These will help your reader understand the key points of the memo immediately. This segment may also include references to methods and sources you have used in your research, but remember to keep it brief.

You can help your reader understand your memo better by using headings for the summary and the discussion segments that follow it. Try to write headings that are short but that clarify the content of the segment. For example, instead of using "Summary" for your heading, try "New Rat-Part Elimination System," which is much more specific. The major headings you choose here are the ones that will appear in your purpose-statement forecast.
Discussion Segments

The discussion segments are the parts in which you get to include all the juicy details that support your ideas. Keep these two things in mind:

1. Begin with the information that is most important. This may mean that you will start with key findings or recommendations.
2. Here you want to think of an inverted pyramid. Start with your most general information and move to your specific or supporting facts. (Be sure to use the same format when including details: strongest--->weakest.)

Closing Segment

Now you're almost done. After the reader has absorbed all of your information, you want to close with a courteous ending that states what action you want your reader to take. Make sure you consider how the reader will benefit from the desired actions and how you can make those actions easier. For example, you might say, "I will be glad to discuss this recommendation with you during our Tuesday trip to the spa and follow through on any decisions you make."
Necessary Attachments

Make sure you document your findings or provide detailed information whenever necessary. You can do this by attaching lists, graphs, tables, etc. at the end of your memo. Be sure to refer to your attachments in your memo and add a notation about what is attached below your closing, like this:

Attached: Several Complaints about Product, January - June 1997

Good luck on your memo.