Simulated Writing: Memo

This guide will help you solve your memo-writing problems by discussing what a memo is, describing the parts of memos, and providing examples and explanations that will make your memos more effective.

•Audience and Purpose

Memos have a two fold purpose: they bring attention to problems and they solve problems. They accomplish their goals by informing the reader about new information like policy changes, price increases, or by persuading the reader to take an action, such as attend a meeting, or change a current production procedure. Regardless of the specific goal, memos are most effective when they connect the purose of the writer with the interests and needs of thereader.

Choose the audience of the memo wisely. Ensure that all ofthe people that the memo is addressed to need to read the memo. If it is an issue involving  only one person, do not send the memo to the entire office. Also, becertain that material is not too sensitive to put in a memo; sometimes the best forms of communication are face-to-face interaction or a phone call. Memos are most effectively used when sentto a small to a small to moderate amount of people to communicate company or job objectives.

•Parts of a Memo

Standard memos are divided into segments to organize thei nformation and to help achieve the writer's purpose.

–Heading 

The           heading   segment  follows  this             general  format:

TO:(readers'  names and job titles) 

FROM: (your name and job title)

DATE: (complete and current date)

SUBJECT: (what the memo is about, highlighted in someway)

 

Make sure you address the reader by his or her correct name and job title. And be specific and

concise inyour subject line.

–Opening 

The purpose of a memo is usually found in the opening paragraph and includes: the purpose of the memo, the context and problem, and the specific assignment or task. Before indulging the reader with details and the context, give the reader a brief over  view of what the memo will be about. Choosing how specific your introduction will depend on your memo plan style. The more direct the memo plan, the more explicit the introduction should be. Including the purpose of the memo will help clarify thereason the audience should read  this document. The introduction  should be brief, and should be approximately the length of a short  paragraph.

–Context

The context is the event, circumstance, or background of the problem you are solving. You may use a paragraph or a few sentences to establish the background and state the problem. Include only what  your reader needs, and be sure it is clear.

–Task 

One essential portion of a memo is the task statement where you should describe what you are doing to help to solve the problem. Include only as much information as is needed by the decision-makers in the context, but be convincing that a real problem exists. Do no ramble on with in significant details. If you are having trouble putting the task into words, consid  whether you have clarified the  situation. You may need to do more planning before you're ready to write your memo. Make sure your purpose-statement forecast  divides your  subject into the most important topics that the decision-maker needs.

–Summary 

If your memo is longer than a page, you may want to include a separate summary segment. However,this sectionis not necessary for short memos and should not take up a significant amount of space. This segment provides a brief statement of the key recommendations you have reached. These will help your reader understand the key points  of the memo immediately. This segment may also include references to methods and sources you have used in your research.

–Discussion 

The discussion segments are the longest portions of the memo, and are the parts  in which  you include all the details that support your ideas. Begin with the information  that  is  most important. This may mean that you will start with key findings or recommendations. Start with  your  most general information and move to your specific or supporting facts. (Be sure  to use  the  same format when including details: strongest to weakest.) The discussion  segments include  the supporting ideas, facts, and research that back up your  argument  in  the memo. Include  strong points and evidence to persuade the reader to follow your recommended actions. If this section is inadequate, the memo will not be as effective as it couldbe.

–Closing 

After the reader has absorbed all of  your information, you want to close with a courteous ending that states what action you want your reader to take. Make sure you consider how the reader will benefit from the desired actions and bow you can make those action  seasier.

–Necessary Attachments

Make sure you document your findings or provide detailed information whenever necessary. You can do this by attaching lists, graphs, tables, etc. at the end of your memo. Besure to refer to  your attachments in your memo and add a notation about what is attached below your closing.

•Format

The format of a memo follows the general guidelines of business writing: A memo is usually a page  or two long, should be single spaced and left justified. Instead of using indentations to show new paragraphs, skip a line between sentences. Business materials should be concise and easy to read.

You can help your reader understand your memo better by using headings for the summary and the discussion segments that follow it. Write headings that are short but that clarify the content of the segment. The major headings you choose are the ones that should be incorporated  in your purpose-statement in the opening paragraph.

For easy reading, put important points or details into lists rather than paragraphs when possible. This will draw the readers' attention to the section and help the audience remember the  information better. Using  lists will help you be concise when  writing a memo.

Memo - Sample

TO:All Lab Staff

FROM:John Smith, Lab Research Assistant

DATE:March 11, 2013

SUBJECT:New Carpet for Lab

 

This weekend, March 16-17, we will be re-carpeting the entire labroom. Therefore, before you leave on Friday,  please make sure all wastebaskets, chairs, boxes and other items on he floorare moved into the hallway.

Also, clear your desktops and either your belongings in your deskdrawers (which should  be locked) orin boxes. Please label your boxes so that you can fmd your belongings  easily  in the next Monday morning.

 

Kind regards,

John Smith

Lab Research  Assistant