Memos have one purpose in life: as the authors of Business Writing Strategies and Samples put it, "Memos solve problems."
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. This handout will help you solve you memo-writing problems by discussing what a memo is, presenting some options for organizing memos, describing the parts of memos, and suggesting some hints that will make your memos more effective.
What Is a Memo?
When you think of a memo, what do you think of? Is it a little piece of paper with a cute letterhead that says something like:
"From the desk of ..." or "Don't forget ..." or "Reminders ..."
The message itself may be very simple--something like:
"Buy more paper clips" or "Meet with President at 2:30" or "Mom, we're out of fudge pops."
While these memos are informative or persuasive, and may serve their simple purposes, more complex memos are often needed in an office setting. But don't let that worry you. Even though business memos may be more formal and complicated, the intention in writing one is still the same. You want to achieve your purpose with your reader effectively. This handout will show you how.
Basic Memo Plans
Standard office memos can be approached in different ways to fit your purpose. Here are three basic plans:
1. The direct plan, which is the most common, starts out by stating the most important points first and then moves to supporting details. This plan is useful for routine information and for relaying news.
2. The indirect plan makes an appeal or spews out evidence first and arrives at a conclusion based on these facts. This plan is best used when you need to arouse your reader's interest before describing some action that you want taken.
3. A combination approach can be used for the balanced plan. This plan is particularly useful when relaying bad news, as it combines information and persuasion.
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)
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: the context and problem, the specific assignment or task, and the purpose of the memo.
1. 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. In the task statement 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. 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
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.
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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Department of English Language and Communication Skills
American International University-Bangladesh
American International University-Bangladesh
Memorandum
To: All Business Communication Students
From: M Hamidul Haque, Course Teacher, Business Communication [initial by hand]
Date: 7 November, 2007
Subject: Memo Format
In response to students who have asked for a simple example of a correctly formatted memorandum, I am posting this document. Below you will find the basic rules concerning memo format.
Parts of the Memorandum
There are three required elements of the memo:
· Title--The title typically consists of the company name and the word memorandum.
· Heading Block--The heading block should be double spaced. Sign your initials by your name rather than including a signature at the end of the memo as you would in a letter. The subject line should be capitalized as if it where a title and should succinctly describe the topic of the message.
· Body of the Memo Message--The body of the message should be single spaced with double spacing between paragraphs. In the "block" format, which is most common, every line begins on the left-hand margin, and paragraphs are not indented.
Organization of the Body
The body of the message should be organized in three parts: (1) a statement of purpose, (2) the details, and (3) a positive, friendly closing or next-step information. These three parts are usually presented in three separate paragraphs, though the details themselves may require several paragraphs in a longer, more complex memorandum.
In general, organize so that the most important information comes first. Avoid making your reader wade through peripheral information before getting to the bottom line. The statement of purpose may well state the conclusion or recommendations as well as announcing the topic.
The closing paragraph should be brief and to the point. Draw your conclusions, make recommendations, or define the next step; tell your readers what you want them to do. Whenever possible, close your message in a positive and friendly manner.
Formatting for Visual Effect
Help your reader move through the document quickly and easily by using formatting techniques that break it up into manageable packets of information and that visually illustrate the logic of your ideas:
· Use white space liberally
· Include instructive or topical subheadings
· Use bullet points or numbered lists
· Vary typographical elements such as the use of italics, boldface, and capitol letters.
Topics for Next Meeting
If you have any questions regarding memorandum format, please let me know. In class we will look at some examples of poorly formatted memos and will also consider other important issues such as audience and business writing style.
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Letter of Transmittal
Letter of Transmittal
April 21, 2009
Course Instructor
Hoq, Md. Ziaul
Intro. To Behavioral Science
Faculty of Business
American International University –Bangladesh
Dear Sir,
It is pleasure for us to submit you the report on “job satisfaction “that you advice us to prepare. So, we would like to thank you for giving us such opportunity.
We extended our gratitude to you for giving the opportunity to prepare the report. We have tired our level of to cover the entire relevant affairs. We hope that our report lives to your expectation. If you have any queries or need any clarification, please let us know, we will be available.
Thanking you
Respectfully yours,
Rupa Shifat Jahan
Id: 08-10192-1
K.M Sium Arafat
Id: 08-09956-1
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Forwarding letter
March 20, 2011
Aditto Chakma
Course instructor
Business Communications
American International University-Bangladesh (AIUB)
Subject: Submission of the report of the group ‘Maati’.
Dear Sir,
We take the pleasure to submit our report titled ‘Low popularity of Bangladeshi cinemas among young generation’. The report provided us the opportunity to know the real scenario of the popularity and/or unpopularity of Bangladeshi cinemas among the young generation.
In this research, we tried to see what the opinions of young generation are about the Bangladeshi movies. Bangladeshi Bangla movies though once were popular, have now lost its attraction especially among the young generation. Data for this research were collected by means of survey. We saw that even though some representatives of young generation like Bangladeshi cinemas, most of them do not like them. The research explored the reasons of unpopularity of Bangladeshi cinemas and also gave suggestions.
We cordially thank you for giving us the chance to do the report.
Yours sincerely
Sign Sign Sign Sign
ID ID ID ID
Name Name Name Name
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Sample of Agenda
American International University-Bangladesh
Agenda
Meeting title: Research report group meeting
Place: Room no 533, Campus 5
Date: December 10, 2010
Time: 12.00 pm
Attendees: All the group members
Please read: Report writing slides of the instructor
Please bring: A sample of previous report
Time Topic Chaired by
12.00-12.10 General discussion about report Every members
12.10-12.30 Selection of participants Shobhon
12.30-1.00 Time frame, resources Bela
1.00-1.20 Data analysis Jahid
1.20-1.50 Report presentation, report writing Mitu
1.50-2.00 Date and agenda of next meeting Pallab
Additional instruction: We will allot the money in the meeting. So, please come prepared.
