What Is A Memorandum Or Memo?

A memorandum or memo for short is commonly understood to be an official document

originating from an office. There are various types of memos. For example, in a business
environment, the Memorandum of Understanding (MOU) and Memorandum of Association
(MOA), are common. A memorandum is written to communicate or convey a brief message on
a given subject or topic. Apart from specific memos, two of which have been cited earlier, a
memorandum is usually not more than one page.

Notes On Writing A Memorandum

 A memorandum is generally made up of three parts. These being: Introduction, Body

and Conclusion. Many office memos come in a standard and pre-approved format. The
headings in a standard format are: To, From, Date, Subject and Reference. The memo
may be addressed to an individual or a group of individuals. They are usually addressed
by position or designation. Including a name and title if it is addressed to an individual is
an accepted practice.
 Below the headings are the introduction, body and conclusion. In the introduction, the
purpose or why the memo is being written and what would be focus of attention would
be explained. The body will provide details of the subject such as what is the issue,
what are the implications and other considerations including options. The conclusion will
state what needs to be done, by whom and when.
 The memo needs be brief, to the point and clear. The general rule is one idea or issue
per memo. If many ideas or issues need to be communicated, it would be better to call
for a meeting or discussion. The target audience must be kept in sight. Key questions
such as why the memo is being written, what needs to be conveyed and what is the
expected outcome must be constantly kept in mind. This must be done before writing
the memo, while it is being written and after it is completed.
 Be economical with words. Use simple language. Use the active voice. Use active verbs.
The reader wants to read the document and move on to what needs to be done. Use
the correct titles before the name such as Mr., Mrs., Ms., and so on.

Editing The Memorandum

After completing the memo, review it for accuracy, brevity and clarity. Read it out and check
how it sounds or comes through. Check details such as date and address. These are important
for ensuring that the message is delivered to the correct target audience and quickly.
Additionally, it makes document control easier. Do not overlook the importance of correct
spelling and grammar.

Proofreading and editing is critical to better writing. You can now easily and conveniently do
this with a writing software that uses a unique technology that provides the first context-
related, all-in-one solution for improving writing. Developed by a leading team of software,
algorithm, and Natural Language Processing experts, for the first time ever, users can easily
enhance their writing skills. This revolutionary writing tool instantly analyzes the complete text
and provides context-based recommendations to replace words with synonyms, to add
adjectives and adverbs, to check spelling, and to verify proper grammar use. For Business
Writing, a special version software is also available.
How to Write a Memo: Standard Conventions for Inter-Office Business
Correspondence

A memo always begins with a statement of its purpose to help busy readers sort, prioritize, and
file their correspondence.

Memos vs. Letters

Use memos rather than letters to communicate within your organization, including members of
your department, upper management, employees at another branch of your company, etc.

Use a letter if you are preparing a document for someone several levels above you or in a
formal situation. For example, an application for a leave of absence should be in letter form.

Heading Information

Always include the date, the names of the writer and the recipient, and the subject of the
memo in the heading, formatted however company standards dictate. The heading information
ensures the memo is routed and filed correctly.

 Use a courtesy title (Mr., Mrs., Ms., Dr.) before the recipient's name and a job title after
it, unless the memo is very informal.
 Use a job title after your name, and hand-write your initials by it. This confirms that you
take responsibility for the memo’s content.
 Make the subject heading as specific as possible. Include project names and numbers.

Formatting, Paragraphing & Style

 Use headings to help readers skim sections of the document.

 Numbered and bulleted lists make information easily accessible.
 Typographical formatting such as underlining, boldface, and italics make headings and
important information stand out.
 Keep paragraphs short and concise.
 Use strong, active verbs, personal pronouns, and appropriate vocabulary.

Concluding a Memo

In the past, memos required no signature or conclusion other than “Please contact me if you
have questions.” Today, it is common for memos to close like letters, with a “Sincerely,” and a
typed name under a hand-written signature. If in doubt about how to close a memo, ask for a
template that indicates your organization's standard practice.

The copyright of the article How to Write a Memo: Standard Conventions for Inter-
Office Business Correspondence in Workplace Communication is owned by Emily Thrush.
Permission to republish How to Write a Memo: Standard Conventions for Inter-Office
Business Correspondence in print or online must be granted by the author in writing.

Important Points to Remember

  Use the following structure to begin a memo:

MEMO

From: (person or group sending the memo)

To: (person or group to whom the memo is addressed)

RE: (the subject of the memo, this should be in bold)

 The term "memorandum" can be used instead of "memo".

 A memo is generally is not as formal as a written letter. However, it is certainly not as
informal as a personal letter.
 The tone of a memo is generally friendly as it is a communication between colleagues.
 Keep the memo concise and to the point.
 If necessary, introduce the reason for the memo with a short paragraph.
 Use bullet points to explain the most important steps in a process.
 Use a short thank you to finish the memo. This need not be as formal as in a written
letter.

How to write a memo

Memos should have the following sections and content:

1. Memos should have the following sections and content:

A 'To' section containing the name of the receiver. For informal memos, the
receiver's given name; e.g. 'To: Andy' is enough. For more formal memos, use the
receiver's full name. If the receiver is in another department, use the full name and the
department name. It is usually not necessary to use Mr., Mrs., Miss or Ms unless the
memo is very formal.

2. A 'From' section containing the name of the sender. For informal memos, the
sender's other name; e.g. 'From: Bill' is enough. For more formal memos, use the
sender's full name. If the receiver is in another department, use the full name and the
department name. It is usually not necessary to use Mr., Mrs., Miss or Ms unless the
memo is very formal.
3. A 'Date' section. To avoid confusion between the British and American date systems,
write the month as a word or an abbreviation; e.g. 'January' or 'Jan'.

4. A Subject Heading.

5. The message. - Unless the memo is a brief note, a well-organised memo message
should contain the following sections:
a. Situation - an Introduction or the purpose of the memo
b. Problem (optional) - for example: "Since the move to the new office in Kowloon
Bay, staff have difficulty in finding a nearby place to buy lunch."
 c. Solution (optional) - for example: "Providing a microwave oven in the pantry
would enable staff to bring in their own lunchboxes and reheat their food."
d. Action - this may be the same as the solution, or be the part of the solution that
the receiver needs to carry out; e.g. "we would appreciate it if you could
authorise up to $3,000"
e. Politeness - to avoid the receiver refusing to take the action you want, it is
important to end with a polite expression; e.g. "Once again, thank you for your
support.", or more informally "Thanks".

6. Signature - This is optional.

How to Write an Effective Memo

Memo (short for memorandum) is a business-oriented style that is best suited for interoffice
or intercolleague correspondence. More informal in tone and organization than a letter,
memos are generally used to provide or ask for information, announce a new policy, update
on personnel transfers, or for any other internal issues.

Elements of an Effective Memo

An effective memo:

 grabs the reader's attention

 provides information, makes a recommendation, or asks for action
 supports your position or explains benefits to reader
 mentions next steps and deadlines

When composing a memo, follow the same rules for good writing outlined on our How to
Write an Effective Letter page. Always take the four-step approach to writing: plan what you
want to say, write a draft, revise the draft, and edit.

Types of Memos

There are four types of memos you might have to write, each with its own organizational
format: information, problem-solving, persuasion, and internal memo proposal.

Information Memo

 used to deliver or request information or assistance

 first paragraph provides main idea
 second paragraph expands on the details
 third paragraph outlines the action required

Problem-solving Memo

 suggests a specific action to improve a situation

 first paragraph states the problem
 second paragraph analyzes the problem
  third paragraph makes a recommendation
 when making a recommendation, include not only the positive details but also the
drawbacks and diffuse them yourself

Persuasion Memo

 used to encourage the reader to undertake an action he or she doesn't have to take
 first paragraph begins with an agreeable point
 second paragraph introduces the idea
 third paragraph states benefits to the reader
 fourth paragraph outlines the action required
 fifth paragraph ends with a call to action

Internal Memo Proposal

 used to convey suggestions to senior management

 first paragraph states reason for writing
 second paragraph outlines present situation and states writer's proposal
 third paragraph describes advantage(s)
 fourth paragraph mentions and diffuses disadvantage(s)
 fifth paragraph ends with a call to action

Memo Parts

More informal in appearance and tone than a letter, a memo is set up in a special format.
Headings, lists, tables or graphs are often used to make the information more readable.

All memos consist of two sections: the heading and the body. The heading indicates who is
writing to whom, when, and why. The heading should include the following parts:

1. To

 lists the names of everyone who will receive the memo

 includes the first and last name and titles or departments of the
recipients for formal memos, memos to superiors, or if everyone
on the list does not know each other
 if all recipients know each other's names and positions, use just
the first initial and last name of each recipient
 can be listed alphabetically or by rank
 if it is not possible to fit all the names in the To: area, use the
phrase "See distribution list"
 at the end of the memo add the word "Distribution" and then list
the names of the people who will receive a copy of the memo
 arrange the names by rank, department or alphabetically

2. From

 lists the name of the writer(s) in the same way as the name(s) of
the recipient(s)
 there is no complimentary close or signature line, but authors
initial their names on the From: line
3. Date

 lists the month, date, and year the memo was written
 do not use abbreviations
 avoid using numbers for months and days

4. Re: or Subject

 indicates the main subject of the letter

 should be as specific and concise as possible

5. Cc or c

 lists those readers who should have a copy of the memo for their information or
reference but are not expected to carry out the same action as the recipients listed in
the To: line
 "cc" can also be placed at the end of the memo below the distribution list (if used)

The body of the memo conveys the message and generally consists of 4 parts:
1. Introduction

 states the general problem or main idea

2. Statement of facts

 states the facts or discusses the problem or issue

3. Argument

 explains importance or relevance of facts

4. Conclusion

 summarizes the main idea, suggests or requests action

 memos do not have a complimentary close or signature line
 memos end with a call to action

Sample Memo
 MEMORANDUM

To: All Staff Members

From: John Smith, President

Date: January 5, 2009

Re: Company Merger

____________________________________________________

I'd like to set the record straight. Perhaps you have heard rumours of all sorts to the effect that the company is
going out of business, is being sold, or is merging. Well, I am pleased to tell you that the last is true. We are
merging.

Effective January 1, we will become a wholly owned subsidiary of ABC, Inc. Principals at ABC have asked me
to let you know of their sincere intentions to continue operating this division on a autonomous basis and to
retain all the employees who are currently on the payroll.

There are many benefits to be gained by the merger, and I would like to inform you of them personally. There
will be a company-wide meeting in the auditorium on Monday, January 12, 2009 at noon. The meeting will be
over lunch (provided by ABC), and members of the ABC team will be on hand to personally answer any
questions.

I'm sure that you'll approve of the merger wholeheartedly once you understand what we have to gain. I look
forward to seeing each of you at the luncheon on January 12th.
How to Write a Business Memo

When planning your inter-organizational memo, be sure to think about it from your
reader's perspective

by Linda Elizabeth Alexander

A business memo helps members of an organization communicate without the need for time-
consuming meetings. It is an efficient and effective way to convey information within an
organization.

Use memos rather than letters when you are communicating within your organization, including
members of your department, upper management, employees at another company location,
etc.

Memos solve problems either by introducing new information to the reader like policy changes
or new products being introduced, or by persuading the reader to take an action, such as
attend a meeting, rinse the coffeepot when empty, or change a current work procedure.

The writing style of a business memo is somewhat formal but it doesn't have to sound
intimidating. Your aim in writing a memo is the same as with other correspondence: You want
to effectively communicate your purpose to your reader.

Memos are most effective when they connect the purpose of the writer with the interests and
needs of the reader. When planning your memo, be sure to think about it from your reader's
perspective: Pretend you are the recipient and ask yourself:

1. How is this relevant to me?

2. What, specifically, do you want me to do?
3. What's in it for me?

Heading Segment

Begin the memo with a heading segment, following this format:

MEMORANDUM

TO: (readers' names and job titles)

FROM: (your name and job title)
DATE:
SUBJECT: (specifically what the memo is about)

Make sure you address the reader by her or his correct name and job title. Courtesy titles are
not necessary but make sure you spell everyone's names properly and don't use informal
nicknames.
Use a job title after your name, and hand write your initials by your name. This confirms that
you take responsibility for the contents of the memo.

Be specific and concise in your subject line. For example, "computers" could mean anything
from a new purchase of computers to a mandatory software class for employees. Instead use
something like, "Turning Computers off at Night."

This also makes filing and retrieving the memo easy.

Opening Segment

Begin your memo by stating the problem--that is, what led to the need for the memo. Perhaps
a shipment has not arrived, a scheduled meeting has been canceled, or a new employee is
starting tomorrow.

After stating the problem, indicate the purpose clearly: Are you announcing a meeting,
welcoming a new employee, or asking for input on adopting a new policy about lunch hour
length?

Discussion Segment

In the discussion segment, give details about the problem, Don't ramble on incessantly, but do
give enough information for decision makers to resolve the problem. Describe the task or
assignment with details that support your opening paragraph (problem).

Closing Segment

After the reader has absorbed all of your information, close with a courteous ending that states
what action you want your reader to take.

Should they hand email their reports rather than hand in hard copies? Attend a meeting? Chip
in for someone's birthday cake? A simple statement like, "Thank you for rinsing the coffeepot
after pouring the last cup" is polite and clearly states what action to take.

Traditionally memos aren't signed. However, it is becoming more common for memos to close
the way letters do, with a typed signature under a handwritten signature. Follow your
company's example for this.

For memos that are essentially informal reports or instructional documents, make the memo no
more than one page long. In a memo, less is more.

Summary Segment

If your memo is longer than a page, you may want to include a separate summary segment.
This part provides a brief statement of the recommendations you have reached. These will help
your reader understand the key points of the memo immediately.
To further clarify your meaning, keep these formatting ideas in mind:

 Headings help the reader skim for sections of the document.

 Numbered and bulleted lists make information easy to scan. Be careful to make lists
parallel in grammatical form.
 Font sizes, underlining, bolding, and italicizing make headings and important information
stand out.
 As in all technical and business communications, long paragraphs of dense text make
reading more difficult. Therefore, keep your paragraphs short and to the point.

How to Write a Memo

Steps

(1) Analyze your audience. Decide to whom you are writing this memo (the
audience) and what the audience’s priorities and concerns are. Establish why this memo
would be important to the reader.

(2) Distinguish the three parts of the memo; the heading segment, the
opening segment, and the summary segment.

Heading segment. The heading segment should include to whom the memo is
written, who has written the memo, the complete and exact date the memo was
written, and the subject matter (what the memo is about). The first line of the heading
should read "To:" then state the name and job titles of the recipient. The next line,
"From:" states your full name and job title. The third line, "Date:" should contain the
complete and current date that the memo was written. The final line of the heading,
"Subject:" (or RE:) should state what the memo is about, and should be highlighted in
some way.

Opening segment. State the purpose of the memo and identify the purpose in three
parts; the context of the problem, the particular assignment, and the purpose of the
memo. Identify the exact reason for writing the memo and make it clear to the reader.

Summary segment. This segment should provide a brief statement of important

suggestions. This will help the reader quickly understand the key points of the memo.
The summary can also include links or references to sources that you have used in your
research on the issue.

Discussion segment. In this segment, include all of the details that support your ideas
and recommendations for solving the problem. You may also choose to propose future
 problems that may arise and discuss how your recommendations ensure these problems
will not occur (see tips).

Closing segment. Close the memo with a friendly ending that states what actions you
want the reader to take. Consider the ways that the reader can benefit from the
information in the memo and how these changes will be advantageous.

Tips

 State the most important points first, and then move on to the details.
 Be specific and brief in every heading so that the basic point of your memo is apparent
to the reader right away.
 Include only as much information as necessary for the reader; be concise but convincing
that the problem or issue does exist and needs to be assessed.
 Feel free to include lists, charts, and graphs at the end of the memo to help the reader
better understand the topic. Make sure to add a notation of how the attachments are
relevant.
 The reader can understand the memo better if you use headings for the different
segments of the memo.
 Write short headings that clarify the content of each category. For example, instead of
stating "opening", write "Ant problem in the office".
 Always address the reader by his or her correct name; do not use nicknames.
 When constructing the heading, be sure to double space between sections and align the
text.
 When writing the opening segment, if you are having trouble describing what you are
doing to solve the problem (the task statement), consider whether you have clarified the
situation.
 When writing the opening segment, include only as much information as is needed,
while still being convincing that a real problem exists.
 When writing the discussion segment, begin the discussion with the information that is
most important.
 When writing the discussion segment, start with the most general information and move
to specific or supporting facts.
 When writing the closing, be sure to consider how the reader will benefit from the
desired actions and how you can make those actions easier. You might say, "I will be
glad to discuss these recommendations with you later on and follow through on any
decisions you make."
 When using attachments, be sure to refer to your attachments in your memo and add a
notation about what is attached below your closing.
 Get personal: Use words like I, you, and we. To initiate action, write in the active, not
the passive voice.
 Be conversational: Write the way you talk and do not be afraid to use contractions.
 Don't show off: Avoid scholarly words, technical jargon, and just plain gibberish like "as
per your request" when you simply mean "here's what you wanted". Such language may
easily confuse readers.
 Avoid "smothered" words: Simple root words with fancy endings tacked on. Favorites
are "tion," "ance," "ent," "ment," "ize," and "ility." Example: Don't say "The continuation
of our issuance of incentives is dependent upon the prioritization by employees of
 company objectives." Instead, say "If you want to keep getting incentives, meet
company goals."
 Check for errors: If there is an error in a memo, it will probably be in names, dates or
numbers.
 Don't give too many whys: It's important to explain why you want something done, but
don't overdo it.
 Keep paragraphs short: Limit each paragraph to five lines or less.
 Close with a call to action: If there is something you want the reader to do by a
particular time, say so.