MEMO DRAFTING

Presented By:

What are memos

Memos are less formal and shorter than letter Used most often for communication within one organization The heading and overall tone make a memo different from a business letter. All information is on single topic.

Why learn about writing memos?

Important form of corporate communication Clear and concise communication of complex subjects Convenient channel of communication Persuade others to take action, give feedback on an issue, or react to a situation.

Purpose of a memo
solve problems by:
informing persuading arguing analyzing

Recipients: one person, several persons, one or more groups, a whole community

Uses of memo
To give information to some one To issue an instruction To request for help To give suggestions

General rules
keep your audience in mind follow a structure (see below) follow an outline get to the point early revising is easier than writing perfectly the first time follow style guides and writing manuals budget between 20 min 1 hr for most memos

General template of Memo

MEMO TO: _____________________________________________ FROM: __________________________________________ SUBJECT: _______________________________________ DATE: __________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ _____________________________

Memo plan

Header Subject line Opening paragraph

Supporting details/explanation Closing

Header
To: recipient (individuals and/or groups) From: you/office (e.g. Student Affairs)/group (e.g. Social Committee) CC: more recipient(s) Date: use correct names/designations for recipients include titles when appropriate, for all recipients when possible

Subject line
probably the most important part of your memo summarize the intent of your memo, e.g.: Request for assistance with grant project Consequences of recent material thefts specific, concise and to the point

Opening paragraph
complete summary of your memo provide: context task/action/request summary of the rest of the memo Best: put your intent into the first sentence

Supporting details/explanation
maintain a global structure, such as findings implications action items arrange facts in a logical order dont provide more detail than necessary use bullet points where appropriate use correct structure bullet points

Closing
If necessary, summarize what you want recipient(s) to do. Provide clear instructions, including deadlines where applicable. Provide further references/contact information when appropriate.

Resources
Williams, J. Style: Ten Lessons in Clarity and Grace (7th Ed.), Longman, New York, 2002 Pitt style guide: www.umc.pitt.edu/umc/styleguide/contents.ht ml Merriam Websters Manual for Writers and Editors, Merriam-Webster, Inc., Springfield, MA 1998 Siegal, AM and Connolly, W. The New York Times Manual of Style and Usage, Random House, New York, 1999