Memo Writing

1. Memo Writing ISP 499z Jennifer Powers

2. What is a memo? • “Memos solve problems” • Inform reader of new information (i.e., policy changes, etc) • Persuade reader to take action (i.e., attend meeting, etc) • In-house business letter

3. Memo versus Letter • Reader • Communicating within your organization • Except if several levels above your or formal situation (i.e., Human Resources) • Signature/Closing • Wordiness • Memos make it easier for reader to get right at the info • Letters tend to be more dense

4. Format • Header • TO: (readers’ names and job titles) • FROM: (your name and job title) • DATE: (complete and current date) • SUBJECT: (what the memo is about) • Be formal with names and titles • Be concise with subject line

5. Format, con’t • Purpose of memo • Context and problem • Background info

6. Format, con’t • Details • Analysis of problem • Divide problem

7. Format, con’t • Recommendations • Your solutions • Future problems • Strongest --> weakest • Use lists when possible

8. Format, con’t • Closing remark • Courteous ending • Consider how action will benefit the reader • No signature • “I look forward to hearing from you…” etc

9. Format, con’t • Attachments • As necessary • Include list of attachments in header or bottom of memo

10. Styles notes • Headings • Helps reader skim • Numbered and bulleted lists • Makes information readily accessible • Formatting (bold, italics, etc) • Helps important information stand out • Paragraphs • Keep them short and to the point

11. Keep in mind • Keep it short • Sentence structure • Grammar • Spelling • Strong, active verbs • Appropriate vocabulary • Conciseness

12. Memo assignment/Presentation • 1-2 page(s) • Follow guidelines • Introduce your topic • Assign readings • Give discussion questions

13. References • http://www.suite101.com/article.cfm/5381/34825 • http://owl.english.purdue.edu/handouts/print/pw/p_memo.html • http://ibi.cbe.wsu.edu/Tansuhaj/ibus380/memo.htm