MEMO-WRITING

PPW – IT 4070
When is it used?

• Only for inter-office correspondence.

• They may be sent within a branch network.
Why ?

• To bring attention to any prevailing problem/issue.

• To inform about any new information like policy changes, price
increases.
• To persuade the reader to take an action, such as attend a meeting,
or change a current production procedure.
Remember

• To ensure that all of the people that the memo is addressed to, need
to read the memo.
• Not to send the memo to the entire office, if it is an issue involving
only one person.
Parts of a Memo

• Standard memos are divided into segments/paragraphs to organize

the information and to help achieve the writer's purpose
01. Heading Segment
The heading segment follows this general format:

TO: (readers' names and job titles)

FROM: (your name and job title)
DATE: (Month Date Year)
SUBJECT: (what the memo is about in concise)
2. Opening Segment / Introduction
• Contains
The purpose of the memo
The context and problem
The specific assignment or task

*This should be brief, and should be approximately the length of a

short paragraph.
3. Context

• The event, circumstance, or background of the problem you are

solving.

• Include only what your reader needs, but be sure it is clear.

4. Closing Segment

• Close with a courteous ending that states what action you want your
reader to take.

For example, you might say,

"I will be glad to discuss this recommendation with you when we meet
on Tuesday and follow through on any decisions you make."
Format
• It should be single spaced and justified.

• Instead of using indentations to show new paragraphs, skip a line

between sentences.

*Different organizations may have different formatting procedures, so

be flexible in adapting your writing skills.
Sample Memo
TO: Philip Anderson, Marketing Executive
FROM: Jonathon Fitzgerald, Market Research Assistant
DATE: June 14, 2012
SUBJECT: Summer Clothes Line Promotion

Through a market research we conducted, it was revealed that the proposed advertising
media for the new fall lines need to be reprioritized and changed.

Findings from focus groups and surveys have made it apparent that it is essential to
update the advertising efforts to align them with the styles and trends of young adults
today.

Moreover, it is has become increasingly important to use the Internet as a tool to

communicate with our target audience to show our dominance in the clothing industry.
• Note: You do not end a memo with closing remarks or yours
sincerely etc. You simply sign at the end of the last line or at the top
where you put your designation.