1. Business Communication and Report Writing
Writing a Memorandum
Business Communication and Report Writing

2. Memorandum A memorandum is considered “inside” correspondence.
It is written to someone in your company.

3. Advantages of Memos Memos are: Quick Inexpensive Convenient
A Written Record

4. Memorandum A memo is less formal than a letter.
It usually conveys one idea and is likely to be short.
Effective memos are clearly written with the objective stated in the first sentence.

5. Purposes of Memos To Inquire To Inform To Report To Remind To Transmit
To Promote Goodwill

6. Questions
You should be able to answer several questions regarding your memo:
Exactly why are you writing the memo?
Is the person you are writing to in a position to make a decision?
Do you state your objectives immediately?

7. Check Your Memo Is is easy to find the main point?
Would it help to underline, indent, or bullet the main points?
Does your memo have plenty of white space for easy readability?
Have you removed unnecessary words?
Is your memo filled with technical jargon?
Is it positive?
Does it “step on anyone’s toes”?

8. Memos A memo should be designed to get your message across quickly.
Busy people do not want to waste time reading unnecessary information.

9. Organization of the Memo
Statement of Purpose
Message
Statement of Future Action

10. Special Formatting and Mechanical Techniques
Use enumerations to list important items
Use solid capitals and centering to emphasize an important detail
Use columns with headings to make reading and understanding easier

11. Special Formatting and Mechanical Techniques
Use underlining and side headings to show natural breaks
Use bullets to emphasize several points
Use boldface and italics when appropriate
Use color coding to attract attention

12. Important “Nevers” in Memo Writing
Never write memos or any other communications which are unnecessary.
Never write complicated, hard-to-understand memos.
Keep them simple and to the point.

13. Important “Nevers” in Memos Writing
Never write rude, blunt, or thoughtless memos.
Never send memos that have typos, misspelled words, or grammatical errors.
They are a poor reflection on you!

14. Important “Nevers” in Memos Writing
Never waste space with unnecessary introductory material.
Plunge in!
Never leave out necessary details causing people to have to follow up with questions.

15. Important “Nevers” in Memos Writing
Never use a closing line or a signature in a memo.

16. BASIC PARTS OF A MEMO TO: FROM: DATE: SUBJECT:
Body of the memorandum—single spaced
Reference initials

17. Memo
Make sure the memo is
Clear
Concise
Correct
Concrete
Complete

18. Memos Make sure the memorandum is Well placed
Has correct punctuation and spelling

19. Memos Be sure the memo States the purpose clearly
Presents message effectively
Uses a courteous tone
Gives reader complete, accurate details
Concludes appropriately