1. MEMOS Created By, Jennifer Duke

2. What are Memos?  A memo is not a letter.  Memos are official internal notes in an organization.  A memo is a short, to the point communication conveying your thoughts, reactions or opinion on something.  A memo can call people to action or broadcast a bit of timely news. With memo writing, shorter is better.

3. What are memos?  A memo can be written to inform, persuade, or to give specific feedback on a particular topic.  A memo is considered an “inside” correspondence because it is addressed to people inside your company, school, or group.

4. What should a memo include? Memos should include the following:  TO:  FROM:  DATE:  SUBJECT (RE):

5. FORMAT FOR A MEMO  MEMORANDUM ( Heading Segment ) TO: The person receiving the memorandum FROM: The person writing the memorandum DATE: Usually a formal manner of writing the date, for example, September 19, 2007 SUBJECT: A short title descriptive of the topic in discussion in the memorandum  Introduction (Opening Segment): explaining why the memorandum has been written and what topic the memorandum will discuss. Body (Summary): discussing the topic in detail--explaining any parts of the topic. Conclusion (Closing segment): explaining what the audience should think or do about the memo’s topic.

6. STRUCTURE OF A MEMO  MEMOS ARE SHORT, that’s the important thing.  Points should be arranged in logical order: EXAMPLE: Memo Writing A. Keep it short and to the point. B. Keep it structured. Or you can use a list of numbered points: EXAMPLE: Memo Writing 1. Keep it short and to the point. 2. Keep it structured.

7. More memo guidelines…  Use a title that is intriguing or is something in response to a question you received, or a point you want to make.  The length of a memo should be one page or less.  Make sure you include your contact information in the memo so your reader knows how to get back to you.  End your memo with a call to action. EXAMPLE: “Cecilia, call me as soon as you have read the attached report.”

8. Useful Language In Memos  Define the problem:  “As you probably know…”  Tell the reader why they should feel concerned.  “If this happens; it is in everybody’s interest to…”  Say the result you want to get.  “This is the reason why I’m asking…”  Say what you want the reader to do and when.  “I would like us all to…”  “Please could you…”  “If you need help…”  “Thank you for…”