Memo Writing

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Memo Writing

• ISP 499z
• Jennifer Powers

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What is a memo?

• Memos solve problems
• Inform reader of new information (i.e., policy
  changes, etc)
• Persuade reader to take action (i.e., attend
  meeting, etc)
• In-house business letter

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Memo versus Letter

• Reader
• Communicating within your organization
• Except if several levels above your or formal
  situation (i.e., Human Resources)
• Signature/Closing
• Wordiness
• Memos make it easier for reader to get right at
  the info
• Letters tend to be more dense

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Format

• Header
• TO (readers names and job titles)
• FROM (your name and job title)
• DATE (complete and current date)
• SUBJECT (what the memo is about)
• Be formal with names and titles
• Be concise with subject line

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Format, cont

• Purpose of memo
• Context and problem
• Background info

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Format, cont

• Details
• Analysis of problem
• Divide problem

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Format, cont

• Recommendations
• Your solutions
• Future problems
• Strongest --gt weakest
• Use lists when possible

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Format, cont

• Closing remark
• Courteous ending
• Consider how action will benefit the reader
• No signature
• I look forward to hearing from you etc

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Format, cont

• Attachments
• As necessary
• Include list of attachments in header or bottom
  of memo

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Styles notes

• Headings
• Helps reader skim
• Numbered and bulleted lists
• Makes information readily accessible
• Formatting (bold, italics, etc)
• Helps important information stand out
• Paragraphs
• Keep them short and to the point

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Keep in mind

• Keep it short
• Sentence structure
• Grammar
• Spelling
• Strong, active verbs
• Appropriate vocabulary
• Conciseness

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Memo assignment/Presentation

• 1-2 page(s)
• Follow guidelines
• Introduce your topic
• Assign readings
• Give discussion questions

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References

• http//www.suite101.com/article.cfm/5381/34825
• http//owl.english.purdue.edu/handouts/print/pw/p_
  memo.html
• http//ibi.cbe.wsu.edu/Tansuhaj/ibus380/memo.htm