Writing a Memorandum

Memorandum

A memorandum is
considered “inside”
correspondence.
It is written to someone
in your company.
 Advantages of Memos

Memos are:
Quick
Inexpensive
Convenient
A Written Record
 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.
 Purposes of Memos

To Inquire
To Inform
To Report
To Remind
To Transmit
To Promote Goodwill
 Questions

You should be able to answer several

questions regarding your memo:
1. Exactly why are you writing the memo?
2. Is the person you are writing to in a position to
make a decision?
3. Do you state your objectives immediately?
 Check Your Memo

Is is easy to find the main Have you removed

point?
Would it help to
underline, indent, or
bullet the main points?
Does your memo have
plenty of white space for
easy readability?
unnecessary words?
Is your memo filled with
technical jargon?
Is it positive?
Does it “step on anyone’s
toes”?
 Memos

A memo should be
designed to get your
message across quickly.
Busy people do not want
to waste time reading
unnecessary information.
 Organization of the Memo

Statement of Purpose
Message
Statement of Future
Action
 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
 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
 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.
 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!
 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.
 Important “Nevers” in
Memos Writing
Never use a closing line
or a signature in a
memo.
 BASIC PARTS OF A MEMO

TO:
FROM:
DATE:
SUBJECT:

Body of the memorandum—single spaced

Reference initials
 Memo

Make sure the memo is

Clear
Concise
Correct
Concrete
Complete
 Memos

Make sure the

memorandum is
Well placed
Has correct punctuation
and spelling
 Memos

Be sure the memo

States the purpose clearly
Presents message effectively
Uses a courteous tone
Gives reader complete, accurate details
Concludes appropriately
 EXERCISE
Write a memo on the base of the following
scenario
Mr. Howard has asked me to arrange a working
lunch for all members of the writing staff, at the
main office, sometime before the end of the
month. 
The purpose of this memo is to request
authorization to purchase a sound card and a
modem for the computer in the front office.
 Exercise

Write a memo on the base of the given scenario:

Mr. Howard has asked you to arrange a working
lunch for all members of the writing staff, at the
main office, sometime before the end of the
month. 
The purpose of this memo is to request
authorization to purchase a sound card and a
modem for the computer in the front office.