Ethics and Moral Standard Memo

Memo Formatting, Structure, &

Style

Table of Contents

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About the Memo

“Memos are extinct! Emails are how professionals communicate today.”

Many people think that, but they’re wrong.

Memos are alive and well. I guarantee that you will encounter and/or write memos nearly from the beginning of your time in the workforce. Why?

Memos are the PRIMARY form of communication INSIDE a company or organization AND can vary in length.

Most people think a 1-2 page memo as the “standard”, but not always. Longer memos (4+ pages – often called “short reports”) occur as well.

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Document. Document. Document.

Memos are used for: • Company-wide announcements • Meeting minutes • New policies • Or if it’s information readers will likely consult more than once and/or print

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• Detailed proposals • Significant reports • Serious recommendations

That’s a lot of examples, but one of the biggest reasons companies write memos…to CYA (Cover Your *Ahem* “Actions”). Creating paper trails and documentation.

We live in a litigious society, so documentation and note taking has become very important to limit liabilities for companies & institutions.

When to Use Memos? • Communicating with people INSIDE your organization.

• When formatting matters. If your document contains bullet points, bold headings, columns, tables/charts, etc., a memo helps to retain that formatting. To guarantee the formatting, save it as a PDF. If your audience reads emails on their phones (a growing trend), an attachment may be the only way to preserve the formatting.

• If it will be printed. Message going to be posted on a bulletin board in an employee break room? Will your ideas will be discussed at a meeting? Write a memo to make printing it out easier.

• To communicate formally. Memos allow you to insert a company logo and the professional titles of senders and receivers. This makes messages appear more formal, professional, and important.

• When your email message is too long. Writing a long email? You’re probably trying to incorporate important, lasting information in it. Remember, memos work best when people will return to your message for information (i.e. information of four-stage construction project, pros and cons of a major purchasing decision, etc.).

Attach your memo to an email giving the reader(s) a brief summary of the memo contents in the email. For some readers, that email summary is enough. Those who need the PDF info will read and save the memo.

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Memos Aren’t Dinosaurs

I recently watched the original Jurassic Park movie again (seriously, Spielberg is a genius with what he can do with a cup of water on a car’s dashboard. Genius!). SPOILER ALERT: It’s about dinosaurs thriving during a time when the creatures don’t belong.

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You may think of memos as dinosaurs also, but think again.

Rhetoric of Formatting How something looks conveys a lot about you as a writer.

• Do you pay attention to details? • Are you someone the reader can trust because you know and understand how to properly

format and present something? • Or, are you too lazy to learn how to format something, so you’ll probably be lazy working on a

project, for a company, or to complete a job correctly?

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That is the rhetoric of formatting.

(Im)proper formatting tells a reader if you are a professional and if what you are communicating can be trusted…before a single word is read.

Standards of Memo Formatting

The following slides/pages list the standard components and characteristics of professional memos.

Links to online resources to teach you how to make the appropriate changes within Microsoft Word on a PC are provided as needed. NOTE: If you are using Google Docs or using an Apple computer, the links may not provide accurate instructions, so you will need to Google online instructions on how to apply the formatting standards to your situation.

These are GENERAL STANDARDS. There is no way to plan for every formatting for every field/profession at every company or institution. This means a company you work for (or have worked for in the past) may do some things differently, but for this course, you are required to learn and use the formatting and structure standards that follow.

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Word Default Settings

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Since you will be writing a lot of memos in this course, and in the future, it is recommended you use Word’s convenient Set as Default feature. Doing this will save all required and standard formatting changes to future new Word documents so you don’t have to go through and fix everything over and over again.

To learn how to set defaults, here is a link that will take you through the process: https://edu.gcfglobal.org/en/word-tips/changing- your-default-settings-in-word/1/

Parts of a Memo

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First Page

Second/Additional Page(s)

MAIN MEMO HEADER

INTRO PARAGRAPH

SUBHEADER

PAGE HEADER (ENTIRE ROW)

CONCLUDING PARAGRAPH

Double-Alignment in Main Header

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Make sure the main memo header (Memo, To, From, Date, Subject Line) on the first page has TWO (2) points of alignment. Double-alignment makes it easier for a reader to quickly locate and read the information.

NOTE: Hitting the Tab key twice, after the line label (To, From, etc.), is the BEST way to create double-alignment. DO NOT use the space bar and try to “eyeball” the alignment…it may look aligned on your screen, but wavy/sloppy to your reader. Just use the Tab key.

Alignment #1 Alignment #2

Left-Align EVERYTHING!

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Technical & Professional (T&P) writers like things to look “clean”. So, everything in professional writing is left aligned. This includes headers.

Visually, left-alignment is “cleaner” looking and lines everything up along the left margin.

DO NOT fully justify text…it creates weird spaces in a line. Leave that for newspapers.

LEFT ALIGNMENT

NEVER Indent Paragraphs

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Going along with “left-align everything” and professional streamlined formatting, is remembering to never indent paragraphs.

Never, ever, under any circumstances ever, indent any paragraphs in any document (email, memo, business, letter, report, instructions, proposal, etc.). EVER.

Indented paragraphs = academic writing (a different genre of writing) for college, not the workplace. Indented paragraphs are NEVER used in Technical and Professional (T&P) Writing.

If you want a brief history lesson about where the indented 1st line of a paragraph came from (a holdover from fancy Medieval writing and flourishes– i.e. fluff), check out this TikTok!

1” (One Inch) Margins

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Again, T&P writers like things to look “clean”. So ALWAYS respect the 1” margin (top, sides, and bottom).

You never know when someone is going to print off a document and bind it, so make sure all text and images (charts, pictures, etc.) don’t fall into the 1” margin. ONLY the Page Header, on any pages after the 1st page (see “Parts of a Memo” slide), is allowed in the top margin.

1” SIDE

MARGIN

1” SIDE

MARGIN

1” TOP & BOTTOM MARGINS

NOTE: Microsoft Word has a different default/standard margin, so you MUST go in and change this in your document.

Single-Spaced

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ALWAYS single-space your ENTIRE document (this includes main memo headers, Table of Contents, Bibliographies, etc.).

NOT double-space, not 1.08 spacing (Word’s weird default…so go and fix it!). SINGLE-SPACE…like every slide in this presentation is single-spaced. Keep things visibly concise!

Here’s a link to instructions on how to fix line spacing: https://edu.gcfglobal.org/en/word2016/li ne-and-paragraph-spacing/1/

Single-Spaced Double-SpacedWord Default: 1.08 line

0pt. Default Spacing & 1 Blank Line Separator

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Again, you MUST remove the Word default here. You need to go into the “Paragraph” settings in Word and make the line spacing before and after “0 pt” – Word’s default is 8pt after.

Between paragraphs AND between each line in the main memo header (because each line is a “paragraph” of different information), a single blank line is the professional standard.

Here’s a link that walks you through how to remove the default line spacing: https://support.microsoft.com/en- us/office/change-the-default-line-spacing-in-word- 411437a0-0646-490d-b426-a9249a78b315

Subheaders

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If your document is longer than FIVE (5) paragraphs and/or 1 page, use subheaders! This makes it easier for your reader to locate information quickly.

Subheaders are formatted different from the body text. They are NO MORE than 2pt larger font size than the body font (11/12pt.) and can be:

• Bolded • Italicized • Underlined

DON’T choose more than two of these formatting choices. Just one is usually enough to help the header stand out from the body text.

ALSO, there is NO blank line between the subheader and corresponding paragraph.

• ALL CAPS • An obviously different font

Pro Tip:

You MUST have at least 2 paragraphs under a header to justify its use. Just 1 paragraph isn’t enough.

SUBHEADER

Page Numbering/Headers

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Every page, after the first page, MUST have a page number and header.

What the header looks like varies, but for this course, you can choose either of these two styles:

NOTE: 2+ page header information does NOT appear on the first page of your document. To learn how to keep the 2+ page header from appearing on the first page, see this link: https://support.microsoft.com/en-us/office/start-page-numbering-later-in-your- document-

“Date” from main memo header

“Page” word optional

“To” name from main memo header

Pro Tip:

Page Header text is same font size and style as your body font.

Strong Subject Lines

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Strong subject lines start with a VERB.

The subject line is found in the main memo header and acts like a subject line in an email. To get your reader to “open” an email or read a memo, they need to have a brief recap and understanding about what the purpose of the memo is (VERB) and what it’s about (4-7 word summary).

A basic formula for a strong subject line is [VERB] + 3-7 word document summary.

EXAMPLE: “Assessment of New Protocols,” “Question about Upcoming Staff Meeting,” “Examination of Structural Recommendations,” etc.

First Page

MAIN MEMO HEADER

No “Signature” or Name at End

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Memos DO NOT include a signature or your name typed at the end of the document or closers like “Sincerely” or “Best Wishes” – those are reserved for letters ONLY.

Just end your memo with the concluding paragraph…your name is already in the main memo header and would be redundant at the end!

Pro Tip:

Don’t make yourself look like a newbie by starting your document looking like a memo, but ending it like a letter.

Example Memo

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Memo Structure & Style

The following slides/pages cover memo structure and style.

Just like with formatting, these are GENERAL STANDARDS and may vary by profession, company, or institution. But they are basic expectations, especially for this course.

You may work for a company that does things differently, in that scenario, do what they’d like. However, in this course, you are being graded on your ability to apply and meet the following structure and style expectations.

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Direct Business Writing (DBW) Format

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Ninety-five percent, 95%!, of all professional writing follows the Direct Business Writing Format (DBW). The other 5% (problem writing) uses a format called indirect business writing for things like firing someone, a letter of reprimand, etc.

DBW is the standard for organizing information and content in an email, memo, letter, report, newsletter, etc. This format/structure is what co-workers, your boss and supervisor, etc. expect you to follow, so let’s learn it!

There are three parts to DBW, they are: 1. Intro Paragraph: Reason for Document (RFD) & Forecasting Statement (2 sentences) 2. Body Paragraphs: Justification/Support/Reasons (this is where subheaders are used) 3. Concluding Paragraph: Thanks, Reader Directive Statement, and Author Contact

Information (2 sentences)

Reason for Document (RFD)

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In the FIRST LINE of any document (first line of the first paragraph), you tell the reader why they are getting the document.

If your document is a reply/response to someone, the Reason for Document (RFD), could read: “As requested, . . .” or “Per your request, . . . “

This tells/reminds your reader why they are getting the document (they requested it).

If the reader did not ask for this information (i.e. it’s unsolicited), the RFD would still clearly tell the reader why they are receiving the document. Such a RFD might look like this: “To keep waste and cost to a minimum, . . .” or “We are writing to inform you of a retirement party for James Risch from the Marketing Department.”

Please note that an RFD can be either a short phrase followed by a comma (and the forecasting statement) OR a complete sentence. It will depend on what is being communicated.

Introductory Paragraph: Pro Tip:

NEVER label your introductory paragraph. All readers know the 1st paragraphs is the intro. Don’t treat readers like they’re dumb.

Forecasting Statement

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The Forecasting Statement is similar to a thesis statement that tells the reader what you will be trying to argue/convince the reader of and how the document does this. For example:

“This document looks at current practices, changes in the field, and proposes ways to improve and increase revenue.”

Sometimes the Statement of Purpose and Forecasting Statement are found in the SAME sentence. Look at this example:

“To keep waste and costs to a minimum, this memo lists ways to streamline procedures within our factories.”

The sentence clearly states why the reader is getting the document (to explain how to keep waste and costs down) AND forecasts what the memo is going to be about (listing ways to streamline procedures).

In total, the Introductory Paragraph is 1-2 short sentences long. No more.

Introductory Paragraph:

Justification/Support/Reasons

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This section is all of the document’s body paragraphs. It consists of multiple, short and focused paragraphs providing details and justification for your message/argument.

A single idea is presented in a single paragraph. Don’t let paragraphs get bulky! Too often, paragraphs get too long (longer than six, 12-13 word sentences) because the writer is trying to do too much in a paragraph. Keep it short, sweet, and to the point.

Single sentence paragraphs are often found in T&P writing.

To keep things visibly and literally short, consider a bulleted or numbered list! Busy readers like lists because they’re short, concise, and information dense with very little lard and fluff.

Body Paragraphs: Pro Tip:

Use subheaders! Subheaders replace transitional sentences or phrases because when a reader sees a subheader, they know a new topic is coming.

Thanks/Reader Directive Statement/Contact

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The last paragraph of your document (typically just 2 sentences long), be it a letter, email, memo, etc. should always:

• Thank the reader for taking the time to read the document • Give a directive statement telling the reader what action to take next • Provide author contact information about how to contact you

Remember, the reader didn’t have to read your document, so show good manners.

A Directive Statement can simply be: “If you have any questions, please let me know.”

Providing author contact information is always helpful to a reader…even if you provided it earlier. Give the reader the best way to contact you in the conclusion, be it phone number or email address.

A standard concluding paragraph, with everything provided in just two short sentences: “Thank you for taking the time to read this memo. If you have any questions, don’t hesitate to contact me via email at [email protected].”

Pro Tip:

NEVER label your concluding paragraph or say “In conclusion…” All readers know the last paragraphs is always the conclusion. Again, don’t treat them like they’re dumb.

Concluding Paragraph:

Sentence Length Technical and Professional (T&P) writing is NOT essay writing. You are not writing essays for college or school. T&P writing is a completely different style or “genre” of writing. You need to learn to write differently. The B.S./fluff/lard/etc. found in academic writing doesn’t work in the workplace. No one has time for that!

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Pro Tip:

PROFESSIONALS and/or people who have been writing for a long time typically write 8-10 word sentences. As a student, shoot for 12-13 word sentences.

Long-time T&P writers consistently write clear, concise, and precise 8-10 word sentences.

Since you are just being introduced to this genre of writing, shoot for a more reasonable 12-13 word sentence average. Keep in mind, an occasional longer sentence is okay, and sometimes sentences are just one word. Great! (See what I did there?)

A Note About Paragraphs You’ve probably heard the saying that “a paragraph should be as long or as short as it needs to be to express the main idea of that paragraph.” This is true, but remember your reader is busy…so work on keeping it short.

Shoot for most paragraphs to be 3-6 sentences (12-13 words) long and focused on ONE topic. If your paragraph starts going long, see where you can cut some lard and/or split up the paragraph.

Don’t forget, one sentence paragraphs aren’t uncommon in professional writing.

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Vary Sentence & Paragraph Starts

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A saying in Advertising goes: “Same, same, same is boring, boring, boring.”

How does that relate to T&P writing? Simple, your reader doesn’t want to read what you’ve written (because they’re busy), so your job is to keep from boring them with your document.

What’s a quick way to bore a reader? Start multiple paragraphs and/or sentences the same way. This can be either with words: “The”, “I”, “We”, etc. Or even repetitive phrases: “The first principle is X”, “The second principle is Y”, etc.

That doesn’t mean get wordy and throw in a bunch of descriptive adjectives, it just means starting paragraphs and sentences the same way over and over again is interpreted as you repeating yourself = a waste of you and your reader’s time.

Grammar – The Silent Credibility Killer

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How to kill your credibility with 1 word.

If you can’t use the correct: there/their/they’re; or its/it’s; or where/were/we’re; or too/to/two; etc…your reader is seriously going to question your intelligence.

If you have random capitalized words in the middle of the sentence, that aren’t proper nouns…your reader is seriously going to question your intelligence.

If you don’t understand the difference between using an apostrophe for a possessive,

plural, or contraction…your reader is seriously going to question your intelligence.

Why? Because those are all things elementary school students learn. You’re supposed to be highly educated college graduates. If you can’t figure out simple grammar rules, how can they trust you with more complex, important, and expensive things?

Before you submit any memos, check yourself against this grading rubric:

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• Double-alignment in main memo header using TAB, not space key

• Everything left aligned, including any subheaders

• NONE of the paragraphs are indented

• All margins are 1” (you changed Word settings)

• ENTIRE document is single-spaced, including main memo header (you changed Word settings)

• Default spacing is 0pt before and after (you changed Word Settings)

• Single blank line between EACH line of the main memo header AND between paragraphs

• Body font 11/12 point font

• Subheaders 2pt larger font than body AND formatted differently (see options)

• NO extra blank line between subheader and following paragraph

• At least TWO (2) paragraphs under a subheader

• Strong Subject Line in main memo header – follows formula

• No “signature” at end of memo

• Introductory paragraph follows DBW formatting and ONLY includes 2 required components in 2 sentences

• Introductory paragraph NOT labeled – your reader knows the first paragraph is the introduction, so don’t talk down to them.

• Concluding paragraph follows DBW and includes ONLY the 3 required components in 2 sentences

• Conclusion NOT labeled or paragraph started with “In conclusion,” – your reader knows the last paragraph is the conclusion, so don’t talk down to them.

• Average sentence length is 12-13 words

• Paragraphs generally no more than 6 sentences

• Sentences and paragraph beginnings varied in word and/or phrase

• No misspelled words and all words used correctly (remember, spell check won’t catch everything, so make sure you use the correct word – nothing will kill your credibility faster than misspelled or misused words).