Memo Writing

What is A Memo?
• The word “memorandum” means something
that should be remembered or kept in mind.

• Intends to inform a group of people about a

specific issue, such as an event, policy, or
resource

• Encourages them to take action.

 How to Write A Memo?
• Parts of a MEMO
 Heading Section
 Opening & Context Section
 Task Section
 Summary Section
 Discussion Section
 Closing Section
 Necessary Attachments
 Parts of A Memo
• start with a 1-paragraph introduction
• explain what’s happening or what you want
people to do and why
• write a body that includes more background
Summary Section
information and evidence.
• If people need to take action, make it clear
what they need to do and when.
• Conclude your memo with a friendly summary.
 Consider who the audience should be.

•  tailor the tone, length, and level of formality

of the memo to the audience.
• Try to anticipate any questions your readers
might have.

• Brainstorm some content for the memo, such

as examples, evidence, or other information
that will persuade them.
• be sensitive to including any information or
sentiments that are inappropriate for your
readers.
 Memorandum
• Type “MEMORANDUM” at the top of the
page.
 Label the page “MEMORANDUM” 1.5 inches
(3.8 cm) from the top of the page.
 Put the word in bold on the first line.
 Either center it on this line or left-align it.
 Double space between this line and the next
line of the heading.
 HEADING SECTION
 At the top of the page.
 aligned to the left-hand side of the page.
 Capitalize the words “TO:”, “FROM:”, “DATE:”, and
“SUBJECT:”
 A sample heading would look like:
TO: Name and job title of recipient
FROM: Your name and job title
DATE: Complete date when the memo was written
SUBJECT: (or RE:) What the memo is about (highlighted in
some way)
 Double space between sections and align the text.
 Add a line below the heading to separate the heading from
the body of the memo.
• Address the recipient appropriately.

 Address the reader formally as well.

 Use a full name and title of the person to
whom you are sending the memo.
 If you are sending a memo to the entire staff,
you might write: “TO: All Employees.”
• Add additional recipients in the CC line.
 “Courtesy Copy” of the memo.
 This is not the person to whom the memo is
directed.
 Rather, this is someone who may need to stay
informed about policies or issues that you’re
addressing in the memo.
• Write your name in the “From” line.
 The heading needs to include who is writing and
sending the memo.
 Your full name
 job title.

• Include the date. 

 Write the complete date
 write: “DATE: January 5, 2015” or “DATE: 5
January 2015.”
• Choose a specific phrase for the subject
line.
 The subject line gives the reader an idea of
what the memo is about.

 Be specific but concise.

• Skip a formal salutation.

 A memo does not begin with a salutation.
 Opening Section
Introduce the problem or issue in the
first paragraph.
• Briefly give the context behind the action you
wish them to take.
• the introduction as an abstract, thesis
statement or a summary of the entire memo.
• As a general guideline, the opening should
take up about one paragraph.
Give context for the issue at hand.
•  background information about the issue
you’re addressing.
• be brief and only state what is necessary.
 Discussion Section
•  Give a short summary of the actions to be
implemented.
• Give evidence and logical reasons for the solutions
proposed.
• Start with the most important information, then move
to specific or supporting facts.
• State how the readers will benefit from taking the action
recommended, or be disadvantaged through lack of
action.
• include graphics, lists, or charts if truly relevant and
persuasive.
• consider writing short headings that clarify the content.
• Be specific and brief in every heading.
 Task Section
•  A memo is a call for action on a particular
issue.
• Restate the action that the reader should take
in the closing paragraph or sentence.
• include some evidence to back up your
recommendations.
 Closing Section
•  restate the next steps to address the issue at
hand.
• include a warm note that reiterates the solidarity
of the organization.
• end with something like, “We are excited about
the expansion of this product line. We’re
confident that this will grow our business and
make this company a more sustainable business.”
• This should generally be one to two sentences in
length.
 Format your memo properly.
•  Use a 12-point font such as Times New
Roman or Arial.
• Use one-inch margins on the left, right and
bottom sides.
• Use block style paragraphs.
• Double space between paragraphs.
• Do not indent each paragraph.
 Proofread your memo.
•  Review and edit to make it clear, concise,
persuasive, and free of errors.
• Check that you are consistent in the type of
language that you use.
• Eliminate unnecessary scholarly words or
technical jargon.
• Review for spelling, grammar, and content errors.
• Pay particular attention to names, dates, or
numbers.
• Check that it is not excessively long, and cut out
any extraneous material.
 Hand-write your initials by your name.
•  A memo does not include a signature line.
• Write your initials next to your name.
• This indicates that you have approved the
memo.