Writing a Memorandum

1. Writing a Memorandum Business Communication and Report Writing

2. Memorandum • A memorandum is considered “inside” correspondence. • It is written to someone in your company.

3. Advantages of Memos Memos are: • Quick • Inexpensive • Convenient • A Written Record

4. 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.

5. Purposes of Memos • To Inquire • To Inform • To Report • To Remind • To Transmit • To Promote Goodwill

6. Questions • You should be able to answer several questions regarding your memo: • Exactly why are you writing the memo? • Is the person you are writing to in a position to make a decision? • Do you state your objectives immediately?

7. 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 anyone’s toes”? Check Your Memo

8. Memos • A memo should be designed to get your message across quickly. • Busy people do not want to waste time reading unnecessary information.

9. Organization of the Memo • Statement of Purpose • Message • Statement of Future Action

10. 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

11. 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

12. 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.

13. 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!

14. 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.

15. Important “Nevers” in Memos Writing • Never use a closing line or a signature in a memo.

16. BASIC PARTS OF A MEMO • TO: • FROM: • DATE: • SUBJECT: • Body of the memorandum—single spaced • Reference initials

17. Memo • Make sure the memo is • Clear • Concise • Correct • Concrete • Complete

18. Memos • Make sure the memorandum is • Well placed • Has correct punctuation and spelling

19. Memos • Be sure the memo • States the purpose clearly • Presents message effectively • Uses a courteous tone • Gives reader complete, accurate details • Concludes appropriately