Content strategy
MIMI206
HowtoWriteaMemorandum.docxHow to Write a Memorandum
What is a memo?
Memos are official documents used for correspondence in most organizations. Their uses range from for information; calling for action, to reporting back in response to requests for information or action.
In this case, you are writing this memo to report back in response for information.
While some memos are written to only one person, they are often passed along (“forwarded”) to other people in the organization who need the information. As a result, memos are often read by multiple people within an organization. Because memos are official organizational documents, they are sometimes read by people outside of the organization. Some memos are made public for legal reasons or during court cases. Other times, particularly “juicy” memos are leaked to the press. As a technical communicator, you need to understand this aspect of memo writing so you can temper your content accordingly.
How to write a memo
After you have analyzed your audience and settled on your purpose, you can write a memo by following these steps. Open a new Microsoft Word document and design a page of your own following these guidelines:
1. Type MEMORANDUM at the top of your page in the biggest size font you can without it dwarfing the rest of the page. Bold and center it. Double space between this line and the next line of the heading.
2. In the left-align, enter the header information
a. State whom the memo is to, who is writing it, the date that it was written, and a precise and informative subject (labeled “Re:” or “Subject”).
EXAMPLE
MEMORANDUM
TO:
FROM:
DATE:
RE:
Single space between this line and the next line of the content.
3. Begin the text of your memo by stating the precise purpose of the memo (why you are writing). Follow this up with a brief but informative summary of your message. The purpose and summary are the most important information to your reader.
Single space between this line and the next paragraph. Maintain BLOCK paragraphs throughout.
4. In the discussion section, give details and examples as required by the task. It may be helpful to remember to answer the questions who, what, when, where, why, and how. You may divide this section into as many paragraphs as it takes.
Remember, short paragraphs no more than 7-10 lines each
5. Conclude your memo with a call stating what you want your reader to do after reading the memo.
Formatting Elements
Single-space throughout. Make use of formatting conventions that will help your readers such as block style paragraphs, headings, bullets or numbering, and even graphics where appropriate.
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MARGINS |
Use 1″ margins on all sides |
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FONTS |
Headings: Sans serif, such as Arial or Helvetica |
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Body text: Serif font, such as Alegreya or Cambria |
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FONT SIZE |
Headings: 12-20 point sans serif font |
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Body text: 12 |
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SPACING |
Single-spacing is used for most letters, memos, and emails |
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LENGTH |
Paragraphs tend to be no longer than 10 lines |
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Sentences are usually 15-20 words |
Adapted from: Oregon Press Books
Design Elements
It is helpful to think about the building blocks of a page design in the way that professional graphic designers do. When they look at a page, they see these basic elements:
· Text: Paragraphs and sentences.
· Headings and titles: Labels for sections of your communication.
· Graphics: Drawings, tables, photographs, and so on — including their captions.
· White space: Blank areas.
· Headers and footers: The items, such as page numbers, that occur at the top or bottom of each page in a multipage document.
When you finish the memo and are ready to make it official, hand write your initials next to your name in the “From” line.
