A memo is:
- a hard-copy (sent on paper) document
- used for communicating inside an organisation
- usually short
- contains To, From, Date, Subject Headings and Message
sections
- does not need to be signed, but
sometimes has the sender's name at the bottom to be more friendly, or the
sender's full name to be more formal. If in doubt, follow your company
style.
Parts of a 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:
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 some way)
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, "Clothes" as
a subject line could mean anything from a dress code update to a production
issue. Instead use something like, "Fall Clothes Line Promotion."
Opening Segment
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 overview of what the memo will
be about. Choosing how specific your introduction will be depends 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 the reason 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. Oftentimes it is
sufficient to use the opening of a sentence to completely explain the context,
such as,
"Through market
research and analysis..."
Include only what your reader needs, but
be sure it is clear.
Task Segment
One essential portion of a memo is the
task statement where 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 promoting the new fall line, I will...."
Include only as much information as is
needed by the decision-makers in the context, but be convincing that a real
problem exists. Do not 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
If your memo is longer than a page, you
may want to include a separate summary segment. However, this section 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 Segments
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 could be.
Closing Segment
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: Focus Group
Results, January- May 2007
Making a memo
To: All Staff and Interns
From: Agus Sudari, Executive Assistant to the President
Date: November 22, 2013
Subject: Dishes in the Sink
It has come to our attention that there has been a pile of unwashed dishes that accumulates in the sink by the end of each week. It has gotten so bad that washing one’s hands in the kitchen sink becomes an uncomfortable undertaking. Therefore, we are introducing a new policy that mandates that employees wash their dishes as soon as they are done with them, keeping the sink clear for other uses.
If you do not have the time to wash your lunch container or coffee mug, leave it by your desk until you are ready to wash it. Even two or three dirty plates will encourage every person thereafter to leave their unwashed, food-stained dishes and silverware in the sink. Conversely, studies have shown that when a sink is empty, people are more likely to wash their dishes immediately.
Thank you for your cooperation!
Reference :
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