Writing a Memorandum

Part I
Definition and Introduction

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 point?
Would it help to
underline, indent, or
bullet the main points?
Does your memo have
plenty of white space for
easy readability?

Have you removed

unnecessary words?
Is your memo filled with
technical jargon?
Is it positive?
Does it step on
anyones 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, hardto-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 memorandumsingle 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

3 STEPS IN MEMO WRITING

The new approach to memo writing involves learning key strategies
that can help you write effective memos quickly, without loss of
meaning or impact.
Preparation determining the purpose, topic , and readers
needs the memo serves.
Writing organising and writing.
Review revising and checking the memo.

VARIOUS WAYS TO SEND MEMO

Memos may be put on a notice board for everyone to see.
They can also be circulated in internal mail.
They can also be posted on the internal email i.e. the intranet.

Length
Memos can be short or long.
They can deal with a number of different points but
these should be connected to the same topic.
For example , a single memo which tried to deal with
canteen facilities, punctuality , and a new accounting
system might confuse its readers.
It would be better to write separate memos for each
topic.

Memo Format
The elements of a memo are divided into three categories :
1. Introductory lines
2. Closing lines
3. Optional lines for references and attachments
These lines ensure that any one looking at the memo will know who
sent it , who the principal recipient is, the date the memo was
written, its subject matter, who wrote and typed the memo, who
receives copies and what attachments accompany the memo.

Thanks