Writing Memos

When you write a memo in industry or for a class assignment, it is important to

have your audience and purpose clearly defined, because this will help you
determine what information to include.

Definition of a Memo

A memo is a document typically used for communication within a company.

Memos can be as formal as a business letter and used to present a report.

However, the heading and overall tone make a memo different from a business
letter. Because you generally send memos to co-workers and colleagues, you
do not have to include a formal salutation or closing remark.

Purpose of a Memo

Usually you write memos to inform readers of specific information. You might
also write a memo to persuade others to take action, give feedback on an
issue, or react to a situation. However, most memos communicate basic
information, such as meeting times or due dates.

While memos are a convenient channel to communicate, it is always necessary

to determine if a meeting is more appropriate. For example, pretend your team
needs to make a very important financial decision. A memo can ask for that
information from team members and request a response by a specific date.

By meeting with everyone, however, you not only get to hear final decisions but
the rationale behind them. In fact, new ideas may stem from face-to-face
discussions. By writing a memo in this scenario, you may never invent
alternative ways of solving the problem.

Before writing a memo, outline what your purpose is for doing so.

Audience Analysis

The typical audience for a memo is your co-workers and colleagues. However,
in the age of downsizing, outsourcing, and teleconferencing, you might also
write memos to employees from other companies working on the project, or
other departments within your company.

This is why knowing your audience is very important when writing a memo. For
example, if your audience is generally familiar with you professionally and/or
your role in the project, it is not necessary to provide a detailed background
about your purpose. If they are new to the project, provide detailed background
information so that they understand the situation and can provide constructive
feedback if desired.
It is helpful, however, to inform readers about the context. In other words, do
not only write that a meeting will take place by listing the date and time.
Inform why the meeting is occurring in the first place. Also, do not assume that
your readers have contact information. Always include some way for them to
get in touch with you and other members of the team working on the project.

As a student, you may have to write memos to your instructor or classmates.

When composing academic memos, consider what this audience already knows
about the subject. For example, if you are writing a memo for a paper, does
your audience already know what the paper is about? What further information
do they require to provide understanding?

When writing a memo, consider the audience's knowledge of the topic and
previous experience, and draft your memo to take care of those needs. If you
need more help with analyzing your audience,

General Format

When you write a memo, you will follow a general format. Your instructor or
company may have specific requirements that you must use. For instance, a
company might have a particular way of presenting a heading or may even use
a specific type of letterhead or logo.

However, usually a memo has a "to," "from," "subject," and "date" entry.

 Heading
 Message
 Tone
 Length
 Format Guidelines

Heading

A memo's heading provides information about who will receive the memo, who
is sending the memo, the date, and the memo's subject. This information may
be bolded or highlighted in some way. For example:

TO:

FROM:

DATE:

SUBJECT:

Additionally, you might also initial your name in the "FROM" line to indicate that
you gave the memo a final approval.
Sometimes organizations specify how to fill out the headings. If you are unsure,
it may be a good idea to include your job title and your reader's. The memo will
then be informative to someone new to the situation, or someone who received
the memo after it was passed on from the original reader.

Message

Memos are reproduced and exchanged rather freely, and it is common for a
reader to receive a memo that is only marginally relevant to him or her.

This is why it is important that the first sentence of the memo should answer
that question with a purpose statement. The best purpose statements are
concise and direct.

Your memo's message should also provide a context for readers. In other
words, always tell your readers why you are writing. Consider the following
questions:

 Is your memo a result of a situation? For instance, "As a result of

yesterday's meeting..."
 Is your memo a reminder? For example, "The Proposal is due July 2."

By providing context for your readers, you avoid being asked to provide that
information later. Also, you should always include your contact information at
the bottom of your message. This can be your phone number or e-mail
address.

Finally, consider how your memo looks. If you have nothing but paragraph after
paragraph of text, you might use lists to draw attention to specific information.
Lists represent an effective way to present information. Not only do they
breakdown large amounts of text, but they also provide text in a way that is
visually pleasing. Lists are especially useful for conveying steps, phases, years,
procedures, or decisions. By avoiding full sentences in a list, your information is
concise and more likely to engage your readers. For example:

"To receive a degree in engineering, you must complete the following:"

i) Core Courses ii) Elective Courses iii) Senior Design

Lists can be bulleted, as in the example, or numbered. Typically, you

should use a numbered list when you need to stress the order of
the listed items.

Tone
Since you typically send memos to those working within your company, you can
use a more informal tone than you would if you were writing a business letter.

For example, you might refer to your colleagues by their first names or use humor.
However, always keep in mind that you still need to be professional. Ask yourself how
the company's president would react to your memo. If you would be embarrassed to
have the president read your memo, consider changing or eliminating information.

Length

Memos are generally short, concise documents. However, you may have to
write longer memos, depending on your topic. For example, a memo might
present the new guidelines for a specific office task.

Obviously, if you have over forty guidelines, the memo will be more than a
page. Some memos might even introduce a short report. In this case, you
might include the report in the memo, or the memo might be a separate
document, introducing the report.

Format Guidelines

Regardless of the style, memos generally have similar format characteristics,

unless otherwise specified by your professor or company. Listed below are
some basic guidelines that can help you create a memo:

 Memos have one-inch margins around the page and are on plain paper
 All lines of the memo begin at the left margin
 The text begins two spaces after the subject line
 The body of the memo is single-spaced, with two spaces between
paragraphs
 Second-page headings are used, as in business letters
 The second page includes who the Memo is to, the page number, and the
date

The sender usually signs the Memo using initials, first name, or
complete name.

Common Types of Memos

Each memo is written for a specific purpose to a specific audience. The purpose
and audience for your memo will help guide what type of memo you will write.

Even though no two memos are identifcal, four common broad categories exist.
If you are unsure about how to format your memo, ask your instructor or
review memos your co-workers have written.

 Directive
 Response to an Inquiry
  Trip Report
 Field/Lab Reports

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.

The body of the memo should begin with a clear, concise sentence that states
the purpose of the memo. For example:

"The purpose of this memo is to let all members of the ABC department know
that doughnuts will be provided every Friday morning at 8 a.m."

You then provide statements that explain the rationale for such a decision or
procedure.

Example Directive Memo

MEMORANDUM

TO: Design Team members

FROM: D. D Working
DATE: May 27, 1997
SUBJECT: Project Schedule

As a result of yesterday's meeting, I suggest we follow the project schedule listed

below. Remember, we must submit a Proposal by noon on July 2.

Schedule

Task Completion Date

 Divide research into groups and compile  June 6
information
 Review designs from Kate and Bill.  June11
 Write Proposal  June 23
 Review Proposal  June 26
 Submit Proposal for printing  June 27

Response Memo

The purpose of this memo is to provide the audience with desired information.
It usually has four parts:

 purpose statement
  summary
 discussion
 action

Begin this memo with a short paragraph stating the purpose, which is always to
respond to a request for information. Next, summarize the information
requested.

Third, in a discussion section, point out to the reader any important information
that you feel should be highlighted or stressed.

Finally, in the action section, state any additional action you are going to take
or feel should be taken to properly address the original request for information.

Example Response Memo

MEMORANDUM

TO: Design Team #362

FROM: W.B. Working
DATE: May 27, 1997
SUBJECT: Project Schedule
This memo responds to your request that the weekly meeting be
Purpose:
moved from 9am to 10am.
1. This request is satisfactory as long as it is approved by
Summary:
management.
1. Management usually has no problem with the individual time
Discussion: changes in meetings, as long as meeting minutes are turned in by
noon to Cathy.
I have asked Cathy if she thinks this would be a problem and she said
Action:
no, so all we need to do now is get approval from Steve.
Trip Report Memo

A trip report memo is usually sent to a supervisor after an employee returns

from a business venture. The structure is listed below:

 purpose statement
 summary
 discussion
 action

Begin this memo with a short paragraph stating the purpose, which is always to
provide information on your trip.
Next, summarize the trip. Remember, the reader is usually not interested in a
detailed minute by minute account of what happened. Instead, take the time to
write a clear and concise outline of your trip.

Third, in a discussion section, point out to the reader any important information
that you feel should be highlighted or stressed.

Finally, in the action section, state any additional relevant information you have
come across since returning from the trip or any recommendations you might
have for the reader.

Example Trip Report Memo

MEMORANDUM

TO: Design Team #362

FROM: W.B. Working
DATE: June 27, 1997
SUBJECT: Weekly Meeting
Purpose: This memo presents my impressions of the meeting last week.
In general, I felt that the meeting went well and much progress
Summary:
was made.
Barb and Jeff were able to make progress on the graphics and
Discussion: should have them finished next week.
Kyle and Sandy are on Chapter 2 of the user manual.
Kyle will meet with Jeff to see how they want the graphics
Recommendation:
integrated into the text.

Field Report Memo

Memos are often used to report on inspection and procedures. These memos,
known as field or lab reports, include the problem, methods, results, and
conclusions, but spend less time on the methods section.

A field or lab report memo has the following structure:

 purpose of memo
 summary
 problem leading to the decision to perform the procedure
 methods
 results
 conclusions
  recommendations

 Example Field Report Memo

Example Field/Lab Reports Memo

MEMORANDUM

TO: Dean of Journalism

FROM: Steve Nash
DATE: June 27, 1999
SUBJECT: Computer Lab
This memo presents my the findings of my visit to the
Purpose:
computer lab at Clark C252.
In general, I felt that the lab needs much new equipment and
Summary:
renovation.
The inspection was designed to determine if the present
equipment was adequate to provide graduate students with the
Problem:
technology needed to perform the tasks expected of them by
their professors and thesis research.
I ran a series of tasks on SPSS and WordPerfect and recorded
Methods:
memory capacity and processing time for each task.
The inspection found that the hardware used to run the
Results: computers is outdated and that the computers itself are very
slow.
This lab is inadequate for the everyday needs of graduate
Conclusions:
students in this department.
Four new computers running on Windows98 and a processing
Recommendations:
speed of at least 233mhz should be purchased immediately.

Maria Tajik
Lecturer in English
.University of Engineering & Technology, Peshawar