MEMOS

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MEMOS
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What Is A Memo??

• Document used for communication within a company.
• Can be as formal as a letter.
• May be used to present a report.

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Purpose Of A Memo

• To inform readers of specific information
• Persuade others to take action
• Give feedback on an issue
• React to a situation
• Memos can NOT replace a meeting
• Why?
• New ideas may stem from face to face meetings
• Rationales for ideas may be discussed

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Audience Analysis

• Who is the memo meant for? (what do you think?)
• Co-workers
• Colleagues
• Outsourced Employees
• Departments within your company
• Knowing your audience is very important
• Do you need to provide a detailed background?
• Do the readers understand the context?
• Consider the audiences knowledge of the topic

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Heading

• The heading defines the memo and should look
  similar to this
• TO
• FROM
• DATE
• SUBJECT

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Heading

• A complete heading should look similar to this
• TO Engineering Department Employees
• FROM Joe Bishop, President (initials with pen
  for approval)
• DATE March 11, 2009
• SUBJECT SUBJECT LINE IS DESCRIPTIVE

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Heading

• Some companies will have policies in place that
  specify how to fill out a heading.
• It is good practice to include your job title and
  your readers.

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Message

• The first sentence of a memo should be very
  similar to your subject line, almost a rewording
  of the same idea.
• Example on board
• The message should provide context for readers.
• Always tell your readers why you are writing.
• Eg The proposal is due July 2.

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Tone

• Informal
• Because memos are being sent within your company,
  they may be more informal than a business letter.
• You may
• Refer to your colleagues by their first names
• Use humor
• Keep in mind you still need to remain
  professional
• How would the president react to your memo??

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Length

• Short
• Concise (what is the difference?)
• May use to introduce a report for necessary
  information.

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Format Guidelines

• 1 inch margins
• On plain paper
• Text begins 2 spaces after subject line
• Body is single spaced, 2 spaces between Ps
• Second page headings are used
• Sender should initial the memo for approval
• Most of the time the sender does not type the
  memo.