MEMOS

Writing Memos

Why Learn to Write Memos?

Although e-mail has reduced the paper
flow, many professionals continue to
write memos.

You will, as a professional, spend

considerable time reading and
responding to memos.
 Points to Remember

Memos are a form of internal

correspondence for employees

The format of memos differ

extensively from letters

Memo formats may vary

Procedure and Information
Memos
 These routine messages usually
flow downward; they deliver
company information and
describe procedures.

 Tone is important; managers

seek employee participation and
cooperation.
 Characteristics of Successful
Memos
 Headings: To, From, Date, Subject
 Single topic
 Conversational tone-Informal
 Conciseness

Highlighting
Numbers
Bullets
 The Writing Process
 Analyze and anticipate

 Research and compose

 Revise, proofread, and evaluate

 Memo Formatting
 Line up all heading words with those
following Subject.
 Leave side margins of about 1¼
inches.
 Indent the lines following bulleted or
enumerated items.
 Do not include signature.
 Request and Reply Memos
 Memo requests for information and
action follow the direct pattern.

 Memo replies are also organized

directly with the most important
information first.
 Analyze and Anticipate

What is my purpose?
- to inform / to request
assistance / to complaint

How will the reader react?


Research and Compose
 Check files; collect information.
 Study relevant documents.
 Make an outline.
 Write first draft.
Revise, Proofread, and
Evaluate

Revise for clarity.

Revise for correctness.

Plan for feedback.

Organization of Memos

 Memo headings

 Subject line

 Opening

 Body

 Closing
 Memo Heading
 To_____________  Date:_____________
 From___________  To:_______________
 Date___________  From:_____________
 Subject_________  Subject:__________

 Date:_____________
 To:_______________
 From:_____________
 Through:__________
 Subject :__________
 Subject Line
 Summarize the main idea.
Budget Meeting June 3, 10 a.m.

1. Required
2. Brief
3. Does not need to be whole sentence
4. Omit articles
5. Does not need period
 Subject Headings
 Photo ID and Security Systems
 Photo ID & Security System Training
 Security System Training
 Proposal for Security System
Training
 Staff meeting
 Staff Meeting to Discuss Summer
Vacation Schedule
 Opening

Start directly; restate and amplify

the main idea / purpose / what
the employees need to do.
 Indirect (ineffective) opening:
This is to inform you that we must complete the
annual operating budgets shortly. Over the past
two months many supervisors have met to discuss
their departmental needs.
 Direct (effective) opening:
All supervisors and coordinators will meet June 3 at
10 a.m. to work out the annual operating budgets
for their departments.
 Body
 Explain and discuss the topic.
 Use graphic highlighting to facilitate
reading, comprehension, and
retention (not compulsory).
 Consider columns, headings,
enumerations, bulleted lists, and so
forth.
 Closing

 Request action, including an end

date.

 Summarize the message, or

 Provide a closing thought.

 Ineffective
Memo Effective memo
TO: All Employees
TO: All Employees FROM: Robert Mendes, Employee
FROM: Robert Mendes Benefits Manager
DATE: January 26, DATE: January 26, 2004
2004 SUBJECT: Retirement Planning
SUBJECT: Retirement Series Begins March 8, 2004
Series
 Ineffective Memo
We are aware that many employees do
not have sufficient data that relates
to the prospect of their retirement.
Many employees who are approaching
retirement age have come to this
office with specific questions about
their retirement. It would be much
easier for us to answer all these questions
at once, and that is what we will try to do.
 Ineffective Memo
We would like to answer your questions at a
series of retirement planning sessions in the
company conference room. The first
meeting is March 8. We will start at
4 p.m., which means that the company is
giving you one hour of released time to
attend this important session. We will meet
from 4 to 6 p.m. when we will stop for
dinner. We will begin again at 7 p.m. and
finish at 8 p.m.
 Ineffective Memo

We have arranged for three speakers. They

are: our company benefits supervisor, a
financial planner, and a psychologist who
treats retirees who have mental problems.
The three sessions are planned for:
March 8, April 4, and May 1.
 Improved Memo

Employees who are thinking about retirement are

invited to attend a series of retirement planning
sessions beginning March 8.

Because many employees are approaching

retirement age and because they have
questions about specific retirement
problems, we have arranged this series.
 Improved Memo
The speakers include our company benefits
supervisor, a financial planner, and a psychologist
who works with retirees.

The company is providing released time so

that interested employees may attend this
important series in the company conference
room. Three sessions are planned: March 8,
April 4, and May 1. They will last from 4 to 8
p.m. with a one-hour dinner break at 6 p.m.
 Improved Memo

To begin planning your successful and

rewarding retirement, attend the first
session March 8. Call me at Ext. 345
before March 1 to let me know if you
will attend.
 Exercise
 You are the chairperson of the annual
Family Day for your company’s
employees. Write a memo to your
employees to invite them and explain
the details of the event.

 (Refer to the handout)

 Send your memo to my email:
 Ilyana@lms.mediu.edu.my