Memo Format (Student Summaries)

Mandy's Summary

Evidence of Knoweledge of Memo Format

Introduction

Memos are the most common form of intra-organizational communication. Memos, short for memorandums, are, as the name suggests, a form of business communication with the purpose of information documentation and distribution, mostly within an organization.

Memos usually considered as informal and for internal use. Memos solve problems either by informing the reader about new information, like policy changes, price increases, etc., or by persuading the reader to take an action, such as attend a meeting, use less paper, or change a current production procedure. Regardless of the specific goal, memos are most effective when they connect the purpose of the writer with the interests and needs of the reader.

Memos are generally written in a format established by the organization.

Memo Format

1. Heading Segment

• Date: (complete and current date)
• To: (readers' names and job titles)
• From: (your name and job title)
• Subject: (what the memo is about, highlighted in some way)

2. Opening Segment
3. Summary Segment (optional)

4. Discussion Segment
5. Closing Segment
6. Necessary Attachments (optional)

Examining Parts of Memo

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

Heading Segment

The heading segment follows this general format:

• Date: (complete and current date)
• To: (readers' names and job titles)
• From: (your name and job title)
• Subject: (what the memo is about, highlighted in some way)

Note1: The responses to the four items should line up with the use of tabs set for the longest item, the subject.

Note2: There should be at least two spaces after the subject colon, so that each item will be aligned and clearly visible and the pattern of spacing will add further structure to the memo. Sometimes added to the items are the abbreviated forms: CC (for copies) and the substitute of Re: for Subject in the items.

Troubleshooting hints:

• Make sure you address the reader by his or her correct name and job title. You might call the company president "Maxi" on the golf course or in an informal note, but "Rita Maxwell, President" would be more appropriate for a formal memo.
  
• Be specific and concise in your subject line. For example, "Rats" as a subject line could mean anything from a production problem to a personal frustration. Instead use something like, "Curtailing Rat Extremity Parts in our Product."
  

Opening Segment

The purpose of a memo is usually found in the opening paragraphs and is presented in three parts:

1.The context and problem

• The context is the event, circumstance, or background of the problem you are solving.
• You may use a paragraph to establish the background and state the problem or simply the opening of a sentence, such as, "In our effort to reduce rat parts in our product...." Include only what your reader needs, but be sure it is clear.

2. The specific assignment or task.

• In the task statemen, you should describe what you are doing to help solve the problem.
• If the action was requested, your task may be indicated by a sentence opening like, "You asked that I look at...." If you want to explain your intentions, you might say, "To determine the best method of controlling the percentage of rat extremities, I will...."

3. The purpose of the memo.

• Finally, the purpose statement of a memo gives your reason for writing it and forecasts what is in the rest of the memo. This is not the time to be shy. You want to come right out and tell your reader the kind of information that's in store.
• For example, you might say: "This memo presents a description of the current situation, some proposed alternatives, and my recommendations."
• If you plan to use headings for your memo segments, you can refer to your major headings in this forecast statement to provide a better guide for your reader.
  

Troubleshooting hints:

• 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 insignificant details.
  
• If you are having trouble putting the task into words, consider 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 Segment

1. If your memo is longer than a page, you may want to include a separate summary segment. 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, but remember to keep it brief.
   
2. You can help your reader understand your memo better by using headings for the summary and the discussion segments that follow it. Try to write headings that are short but that clarify the content of the segment. For example, instead of using "Summary" for your heading, try "New Rat-Part Elimination System," which is much more specific. The major headings you choose here are the ones that will appear in your purpose-statement forecast.
   

Troubleshooting hint:

• You may want to wait until after the report is drafted and all conclusions and recommendations have been decided before writing the summary.
  

Discussion Segments

The discussion segments are the parts in which you get to include all the juicy details that support your ideas. Keep these two things in mind:

1. Begin with the information that is most important. This may mean that you will start with key findings or recommendations.
   
2. Here you want to think of an inverted pyramid. 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--->weakest.)
   

Troubleshooting hints:

• For easy reading, put important points or details into lists rather than paragraphs when possible.
  
• Be careful to make lists parallel in grammatical form.
  

Closing Segment

• Now you're almost done. 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 how you can make those actions easier. For example, you might say, "I will be glad to discuss this recommendation with you during our Tuesday trip to the spa and follow through on any decisions you make."
  

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.
• Be sure to refer to your attachments in your memo and add a notation about what is attached below your closing, like this:
  Attached: Several Complaints about Product, January - June 1997
  

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Connie's Summary

Memos use the following four items at the top of the page or below the letterhead

1. Date:
2. To:
3. From:
4. Subject:

The responses to the four items should line up with the use of tabs set for the longest item, the subject. . The “To” line generally includes the title. The “To” and “ From” lines generally include the department, position, or other information. It is generally accepted practice for the writer to initial the memo on the “From” line. The “Subject” should be very specific. Write the “Date” in full rather than abbreviated or in figures only.

Beginning:

Like the standard business letter, the memo has an introduction, body, and closing. The introduction is generally one paragraph. The first sentence should explain on the “Subject” line. Be specific with names, dates, places, etc.

Body:

The body contains the details and may be one or more paragraphs as required. Graphic highlighting will make information stand out and improve the reader’s comprehension. Paper memos use all graphic highlighting techniques you use for letters. E-mail requires more care in that some programs do not support bold, italics, underlining, etc. In addition, you must consider that the receiver’s, underlining program may not support many graphic highlighting features. It is generally wise to limit yourself to headings, numbered lists, and asterisks.

Conclusion:

The conclusion states the action expected of the reader, or contains a forward looking statement, or closes courteously.