Memo Writing

1
Memo Writing

• Process through to Product

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Memorandum A note written as a reminder or a
message written to a colleague (Oxford English
Dictionary 1996)

• To is the traditional start to a memo, but
  consider who is the reader? What is their title?
• From indicates the author, but what is their
  title and relationship to the reader?
• Date is important as many memos are time bound
  with deadlines.
• Regarding is very important as some subjects
  are seen as a higher priority than others.

3
Audience

• List your readers.
• Are they superiors or subordinates?
• Is this a routine message?
• Is this new or special information?
• List how the reader will benefit from this
  information.
• What is the one thing they should learn from this
  information?

4
Audience

• Is the information good news or bad news?
• Will the reader read the entire document?
• How will the reader view the information?
• How will the reader use the information?
• What questions would the reader be likely to ask?
• What actions do you want the reader to take?

5
Audience

• How can you craft this message to fit the
  audience?
• How can you control how the message is received?
• How can you ensure action or learning?
• How can you focus on the benefits to the reader?
• Is there any information that doesnt fit?

6
Writing

• Create format.
• Double check addresses and titles.
• Verify correctness of information and gather more
  if needed.
• Outline key points.
• Draft key sentences.
• Compose rough draft.

7
Revising

• Proofread for readability, clarity, grammar,
  punctuation, spelling, and correctness.
• Revise, revise, revise.
• Find a proofreader or editor.
• Revise, revise, revise.

8
Final Copy

• Before you print your final copy
• Is the information correct?
• Is the format correct?
• Is the date correct?
• Have you and others proofread and revised this
  document?
• Double check printer and paper.
• Print.

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Final Copy

• Reread final copy.
• Initial or sign appropriately.
• Ensure that there are no mistakes or smudges.
• Deliver documents on time and professionally.