When writing effective memos, follow these guidelines:

• Include the identifying information.
• Clearly state the purpose.
• Use headings, lists or other highlighting devices to help alert the readers to the organizational structure and key information.
• Provide a context for the information covered in the memo.
• Organize the body of the discussion to fit the message of the memo.
• As always, write your message using clear, concise, and correct language.

Including Identifying Information--Heading Formats

A usable memo is easily scanned, filed, and retrieved.

While most word processing programs include memo templates, you'll sometimes need to create a memo from scratch or using company letterhead. The parts of a memo are:

Company name and "Memo" or "Memorandum" in a title line

Heading (To:, From:, Subject:, and Date:) - the subject is often in caps or underlined for emphasis; the order of these items varies based on company format and the information in the memo.

Examples:

Figure 4.1

Figure 4.2

Figure 4.3

While figures 4.1 and 4.2 are variations of the basic heading format, figure 4.3 includes a "c" (copy) heading to show the various other recipients of the memo.

Clearly State the Purpose

The first sentence of the body of a memo should explain its purpose in clear, direct language. Be sure to state what you want the memo to accomplish. Words such as request, explain, recommend or authorize clearly communicate the intended goal of the memo.

When you need to communicate bad news or when you need to build a sound justification for your request, you may find that beginning with a statement of reason may be more effective. In this case, the actual purpose may appear in the conclusion instead. As always, you need to structure information to best meet the needs of your audience and accomplish your goals.

Using Headings, Lists or Other Highlighting Devices to Help Alert the Readers to the Organizational Structure and Key Information

Memos should communicate information quickly and accurately. Use headings and lists liberally because they help cue the reader to key content and structures:

1. Headings help a skimming reader decide what to read.
2. Headings help the reader to quickly ascertain the organizational structure of the document.
3. Lists help readers recap and summarize important points.
4. Lists highlight priorities .
5. Lists help reiterate specifics of the stated purpose.

Read the Document Design Module for more detail on making information visually accessible.

Provide a Context for the Information Covered in the Memo

Don't assume that your readers already know the background or context for the message. While you don't always need to establish the context or give background information, if you are in any doubt, include it.

If you do need to include background or contextual information, keep it focused and brief. Include the details that directly apply to the purpose of your memo. For example:

Organize the Body of the Discussion to Fit the Message of the Memo

You can develop the main body of the memo using any of the basic organizational patterns (e.g. chronological, spatial, more-important-to-less-important, cause and effect).

Consider subdividing detailed sections using questions or a method, results conclusion and recommendations breakdown.

Consider using brief tables or figures if appropriate.

The key to making these decisions lies in fully assessing the rhetorical strategy for the memo. While memos are often brief, they still require the same attention to audience and purpose analysis as letters or formal reports. Be sure that you are making the best decisions you can about the overall presentation of the information within.

Review Memos: Exercises and Summary -->