Memo Writing

Memo Writing (Purdue University)
- Short, to the point communication

- Can call people to action or broadcast a
bit of timely news
- Shorter is better
- Follows a certain structure
- Is used to communicate with others in
the same organization
Parts of the Header
• DATE: List the date on which the memo is

distributed.
• TO: List the names of the recipients of the memo. If
there are several recipients, it’s acceptable to use a
group name, such as “All Employees” or “Personnel
Committee Members.”
• FROM: List the name and job title of the writer(s).
• SUBJECT: Think of the SUBJECT line as the title for
the memo. Make it specific so that readers can
immediately identify the topic.
• Headings may be double- or single-spaced.
• SUBJECT line is often in all capital letters.
• Order of the items can vary; organizations
have their own style preferences.
• If none, the order listed above, double-
spaced, is the most common.
• Text uses block format
• Single-spaced lines
• Extra space between paragraphs, and no
indentions for new paragraphs
• If a report using memo format stretches to a
few pages in length, double spacing is
recommended for readability.
Organization
• Direct – important message is in the first sentence or at

least first paragraph
- recommended for good news
• Indirect - opens with relevant, attention-getting details
that do not directly state the purpose of the document
- purpose is in the body of the message,
usually sandwiched between supporting
details
- used for persuasive, sales, or bad news messages
Parts of a Memo
• Heading
• Opening Segment
• Context Segment
• Task Segment
• Summary Segment
• Discussion Segment
• Closing Segment
• Necessary Attachments
Opening Segment
• Contains the purpose of the memo, the context

and problem and the specific assignment or
task
• In short, a brief overview of what the memo
will be about
• The more direct the memo plan, the more
explicit the introduction should be
• The introduction should be brief:
approximately the length of a short paragraph.
Context
• The event, circumstance, or background of the

problem you are solving
• A paragraph or a few sentences to establish the
background and state the problem may be
enough
• Oftentimes it is sufficient to use the opening of
a sentence to completely explain the context,
such as,
"Through market research and analysis..."
Task Segment
• Describe what you are doing to help solve the

problem. If the action was requested, your task
may be indicated by a sentence opening like,
"You asked that I look at...."
• If you want to explain your intentions, you
might say,
"To determine the best method of promoting
the new fall line, I will...."
Summary Segment
• If your memo is longer than a page, you may

want to include a separate summary segment
but not necessary for short memos
• Segment provides a brief statement of the key
recommendations you have reached.
• This segment may also include references to
methods and sources you have used in your
research.
Discussion Segment
• The longest portion of the memo, includes all

the details that support your ideas.
• Begin with the most important information
• Start with key findings or recommendations,
most general information and move to your
specific or supporting facts. (Be sure to use
the same format when including details:
strongest to weakest.)
Closing Segment
• You close with a courteous ending that states

what action you want your reader to take.
• Make sure you consider how the reader will
benefit from the desired actions and how you
can make those actions easier. For example,
you might say,
"I will be glad to discuss this recommendation
with you during our regular conversation and
follow through on any decisions you make."
Necessary Attachments
• This is done by attaching lists, graphs, tables,

etc. at the end of the memo.
• Refer to these attachments in the memo and
add a notation about what is attached below
the closing, like this:
Attached: Focus Group Results, January-
May 2007

Memo Writing

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Memo Writing (Purdue University)

- Short, to the point communication

• DATE: List the date on which the memo is

• Direct – important message is in the first sentence or at

• Contains the purpose of the memo, the context

• The event, circumstance, or background of the

• Describe what you are doing to help solve the

• If your memo is longer than a page, you may

• The longest portion of the memo, includes all

• You close with a courteous ending that states

• This is done by attaching lists, graphs, tables,

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