1. Chapter 3
Memos

2. Objectives Identify memo uses Organize memo content Format a memo
Create custom border lines in Word
Convert text to tables in Word
Use bullets and numbering in Word
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3. Introduction Definition of memorandum: to be remembered
Memos are written to communicate information important enough to be remembered
For many years, memos were short
replaced short memos
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4. Memo Essentials
Length determines if message should be sent as an or memo
If more than three pages and information needs to be retained (substantial enough to print), send a memo
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5. Memo Essentials (cont’d.)
Figure 3-1 Memo categories
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6. Memo Essentials (cont’d.)
Organizing memo content
Memos include a purpose statement, an action statement(s), and sufficient details in the body to ensure the reader can take the required action
PDA (Purpose Statement, Details, and Action Request)
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7. Memo Essentials (cont’d.)
Figure 3-2
A summarizing progress memo with PDA elements highlighted
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8. Memo Essentials (cont’d.)
Organizing memo content (cont’d.)
Purpose statement:
Provides a reason to read the memo
Reasonably short and simple
Provides a context for reading remaining paragraphs and for understanding what action is expected
Expansion of subject line (short phrase)
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9. Memo Essentials (cont’d.)
Figure 3-3 Sample subjects and purpose statements
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10. Memo Essentials (cont’d.)
Organizing memo content (cont’d.)
Details
Readers want and need to identify details quickly
Use the 5W technique
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11. Memo Essentials (cont’d.)
Figure 3-4 Using the 5W technique to determine memo content
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12. Memo Essentials (cont’d.)
Figure 3-5
A properly formatted request memo with sufficient details
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13. Memo Essentials (cont’d.)
Organizing memo content (cont’d.)
Action request
End memo with a sentence or two requesting a specific action
State action clearly and provide means to perform the action (e.g., calling, meeting, or sending something)
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14. Memo Essentials (cont’d.)
Formatting a memo
Various components should appear in a consistent position and with consistent formatting
Reader should be able to scan to find information needed
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15. Memo Essentials (cont’d.)
Figure 3-6 Memo formatting issues
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16. Memo Essentials (cont’d.)
Figure 3-7 Comparison of unformatted and formatted procedures memos
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17. Memo Essentials (cont’d.)
Figure 3-7 Comparison of unformatted and formatted procedures memos (cont’d.)
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18. Memo Essentials (cont’d.)
Formatting a memo (cont’d.)
Formatted memo communicates information more effectively
Memorandum heading is centered at the top of and is a different font size
Information is in numbered steps and bulleted lists
Key words are in bold and italics
White space increases readability
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19. Technology Skills Using Borders, Tables, and Lists
Custom borders: separate information
Tables: display information in a grid-like structure with columns and rows
Numbered items: used in a list when items correspond to steps
Bullets: used in a list when item order is not important
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20. Borders, Tables, and Lists (cont’d.)
Figure 3-8 Selecting options in the Borders and Shading dialog box
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21. Borders, Tables, and Lists (cont’d.)
Figure 3-8 Selecting options in the Borders and Shading dialog box (cont’d.)
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22. Borders, Tables, and Lists (cont’d.)
Sometimes documents containing text are formatted in columns separated by tabs
This text is often better displayed in a table
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23. Borders, Tables, and Lists (cont’d.)
Figure 3-9 Tabs in the tabbed list
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24. Borders, Tables, and Lists (cont’d.)
Figure 3-9 Tabs in the tabbed list (cont’d.)
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25. Borders, Tables, and Lists (cont’d.)
Figure 3-10 Extra tabs removed
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26. Borders, Tables, and Lists (cont’d.)
Numbered and bulleted lists present information in a format that readers can read quickly
Bullet symbols can be customized
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27. Borders, Tables, and Lists (cont’d.)
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