MEMOS

What are Memos?

Memos are less formal and shorter
than letter
Used most often for communication
within one organization
The heading and overall tone make a
memo different from a business letter.
All information is on single topic.
Memos
By Definition

A memo is a document typically

used for communication within an
organization. Memos can be as
formal as a business letter and to
present a report.
Uses of memo
To give information to some one
To issue an instruction
To request for help
To give suggestions
 Writing Business Memos

The purpose of a memo is to convey

important information efficiently.

The content of memos varies widely.

Giving recommendations.
Outlining new procedures.
Announcing personnel changes.
Conveying confidential information.
WRITING A SIMPLE MEMO
The Layout
1) First write the word “Memo” (as a title
in
the middle on top of page.)
2) Include “To” (who should get the
memo?)
3) “From” (who sent the memo?)
4) Subject (what is the memo about?)
5) Date
5-PARTS OF A MEMO

To:
From:
Sub:
Date:
To Section
 Lists the names of everyone who will receive
the memo.

 Includes the first and last name and titles or

departments of the recipients .

 If all recipients know the names and

positions, use their first initial and last name.

 Can be listed alphabetically or by rank.

If it is not possible to fit all the names in the
To: area, use the phrase "See distribution
list”

At the end of the memo add the word

"Distribution" and then list the names of the
people who will receive a copy of the memo.

Arrange the names by rank, department or

alphabetically.
PART 1

To: Mrs. Ali, Supervisor

From:
Sub:
Date:
From Section
Lists the name of the writers in the same
way as the names of the recipients.

There is no complimentary close or

signature line, but authors initial their
names on the From: line.
PART 2

To:
From: Hussain, Bookkeeper DM
Sub:
Date:
Subject Section
Indicates the main subject of the letter.

Should be as specific and concise as

possible.
PART 3

To:
From:
Sub: Retirement Party
Date:
Date Section
Lists the month, date, and year the
memo was written.

Do not use abbreviations.

Avoid using numbers for months and

days.
PART 4

To:
From:
Sub:
Date: February 14, 2017
Body of the memo
Introduction
states the general problem or main idea.

Statement of facts
states the facts or discusses the problem or
issue.

Argument
explains importance or relevance of facts.
Conclusion
Summarizes the main idea, suggests or
requests action.

Memos do not have a complimentary close or

signature line.

Memos end with a call to action.

PART 5
To: Mrs. Ali, Supervisor
From: Hussain, Bookkeeper DM
Sub: Retirement Party

Date: May 20, 2009

My brother and I will be able to attend Mr.

Khan’s retirement party on May 28. We will
bring potato salad.
Cc or c Section
Lists those readers who should have a
copy of the memo for their information or
reference but are not expected to carry
out the same action as the recipients
listed in the To: line

"cc" can also be placed at the end of the

memo below the distribution list (if used).
 General template of Memo
MEMO

TO: _____________________________________________

FROM: __________________________________________

SUBJECT: _______________________________________

DATE: __________________________________________

_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
Formatting Memos

Features of standard memos:

1. No salutation
Omit “Dear Chris Crowell, Dear Employees,”
2. No close
Omit “Sincerely, Cordially,”
3. No signature or signature block
Formatting Memos

4. Use full block format without indention.

5. Headings are optional.

-- Never use a separate heading for the first paragraph.
-- Each heading must cover all the information until the
next heading

6. Double-space between paragraphs

7. Triple-space before a heading

Writing an Effective Memo
Three stages in Memo writing:
1. Pre-planning:
Who? Why? What? Where? When?
2. Writing: (Sequence)
Order, Enclosures, Photocopies, etc.
3. Review:
Edit for Clarity, Check Spelling & Grammar
Elements of an Effective Memo
Grabs the reader's attention.
Provides information, makes a
recommendation, or asks for action.
Supports your position or explains
benefits to reader.
Mentions next steps and deadlines.
Characteristics of Effective Memos
• Civilized: use courtesy and tact
• Concise: condense information
• Coherent: use clear and logical
structure
• Compelling: use persuasive diction

• Correct: follow conventions of quality

writing
Some Types of Memos

• Information Memo
• Persuasive Memo
• Directive Memo
• Technical Memo
Information Memo
Used to deliver or request information or
assistance.
First paragraph provides main idea.
Second paragraph expands on the details
Third paragraph outlines the action
required.
 Writing Informative Memos
1. Present most important material first.
(The first sentence of the memo should explain clearly its
purpose, e.g. “The purpose of this memo is to request
authorization to travel to the Juarez branch Thursday to meet
with the other inspectors.”)

2. Arrange remaining material in

descending order of importance.
3. Use a moderately formal tone.
 Writing Informative Memos (cont.)
Date: June 3, 2008
Sample of
To: All employees Informative Memo
From: James Pearce, Human Resources
Subject: Form for In-house Letters (memos)
_______________________________________________________________
This is an illustration of our memorandum stationary. It should be
used for written communications within the organization.

Notice that the memorandum uses no form of salutation. Neither

does it have any form of complimentary close. The writer does not
need to sign the message. He or she needs to only initial after the
typed name in the heading.

Notice also that the message is single-spaced with double spacing

between paragraphs.
Persuasive Memo
 Used to encourage the reader to
undertake an action he doesn't have to
take.
 First paragraph begins with an agreeable
point.
 Second paragraph introduces the idea.
 Third paragraph states benefits to the
reader.
 Fourth paragraph outlines the action
required.
 Fifth paragraph ends with a call to action.
Writing Persuasive Memos
Structure of persuasive memos:
 Attention: Your opening introduces your
topic and encourages your audience to A
hear more about your main idea.
 Interest: Your explanation presents
reasons and incites the interest of your I
audience.
 Desire: Your continued explanation D
presents additional benefits of your idea
and changes your audience’s attitude.
A
 Action: Your close emphasizes benefits
and motivates your audience to take
specific action.
 Writing Persuasive Memos
Create goodwill by being respectful
Demanding: Submit your answer within one week.
Respectful: I would appreciate your answer within one
week.

Show “you” attitude by being positive and tactful

Negative:
Your complaint about our fees is way off target. They are
definitely not higher than those of our competitors.
Tactful:
Thank you for your suggestion concerning our fees. We
believe, however, that our fees are competitive, and in
some cases below, those of our competitors.
 Writing Persuasive Memos (cont.)
Emphasize reader’s needs and benefits
Weak: We must receive the sales receipt before we can
process the refund.
Improved: Please mail or fax the receipt so that we can
process your refund.

Use modest tone

Arrogant: My attached report is very thorough, and I am
sure you will be impressed.
Modest: The attached report contains details of the
refinancing options that I hope you will find useful.
 Sample of Persuasive Memo

In spite of our recent switch to Attention:

purchasing plastic products in bulk, our Attracts
costs for the plastic containers that we reader’s
use at company meetings are still high. attention to
problem
In my January 5 memo, I included all the
figures showing our excessive costs.

In January, I suggested we purchase Interest:

plastic containers during winter months Highlights
ways of
when petroleum prices tend to be lower. reducing costs
Because you approved that suggestion,
we realized a 10 percent savings this
year. A recycling program offered by
the city could easily lead to additional
savings.
To: Mary McGee, Alistair Warwranka, George Lipton
CC: Dorothy Barrie
From: The Boss
Date: June 1, 2006
Re: Need for New Memo Format

I’ve noticed that we don’t seem to be able to communicate important changes,

requirements and progress reports throughout the company as effectively as
we should. I propose developing one consistent memo format, recognizable by
all staff as the official means of communicating company directives.

While I know this seems like a simple solution, I believe it will cut down on
needless e-mail, improve universal communication and allow the staff to save
necessary information for later referral.

Please talk among yourselves to determine the proper points of memo writing
and return the input to me by 12 noon. I will then send out a notice to the entire
staff regarding the new memo format.

Thank you for your prompt attention to this.

Directive Memo

A directive memo states a policy or

procedure you want the reader or co-
worker to follow. The length of the
memo depends on how much space
is required to properly explain the
procedure.
Directive memos are useful for
leaders to provide instruction to
subordinates that is clear and concise.
To: All Staff
From: The Boss
Date: June 1, 2006
Re: New Memo Format Effective June 1

In order to make interoffice communications easier, please adhere to the following

guidelines for writing effective memos:

 Clearly state the purpose of the memo in the subject line and in the first
paragraph.
 Keep language professional, simple and polite.
 Use short sentences.
 Use bullets if a lot of information is conveyed.
 Proofread before sending.
 Address the memo to the person(s) who will take action on the subject, and CC
those who need to know about the action.
 Attach additional information: don’t place it in the body of the memo if possible.
 Please put this format into practice immediately. We appreciate your assistance
in developing clear communications.

If you have any questions, please don’t hesitate to call me. Thank you.
Technical Memo
A technical memo is a concise
presentation of results, with a logical
progression from the principles which
are core to the analysis towards the
conclusions that were drawn from the
results.
Used primarily for simple experiments
in which the methods (apparatus,
procedure, and theory) are familiar to
your readers.
Usually from a subordinate to a higher
up
To: The Boss
From: Sue Masterson
Date: May 15, 2007
Re: Update on the T-12 Phase Three testing

As we enter Phase Four of the T-12 testing, I wanted to provide a

progress overview of the Phase Three testing.

[The body of the memo might include two-four paragraphs

outlining the purpose of the memo. If this is a longer memo, each
paragraph will have a subhead to help guide the reader through
the document. Finally, there is a summary paragraph, which
features bullets highlighting the main points of each previous
paragraph, and concludes the memo with a stated action
required by the reader or writer.]