Writing for Business Communication

5-1g. Writing Interoffice Memos

In addition to e-mail, you should be familiar with another workplace document type, the

. Although e-mail has largely replaced memos, you may still be called on

to use the memo format in specific instances. Memos are necessary for important internal

messages that

a. are too long for e-mail,

b. require a permanent record,

c. demand formality, or

d. inform employees who may not have work e-mail.

Within organizations, memos deliver changes in procedures, official instructions, and reports.

The memo format is particularly necessary for complex, lengthy internal messages. Prepared as

memos, long messages are then delivered as attachments to e-mail cover messages. Memos

allow for attractive formatting and printing. They seem to function better as permanent records than

e-mail messages because the latter may be difficult to locate and may contain a trail of confusing

replies. E-mails also may change the origination date whenever the file is accessed, thus making it

impossible to know the original date of the message.

When preparing e-mail attachments, be sure that they carry sufficient identifying information.

Because the attachment may become separated from the cover e-mail message, it must be fully

identified. Preparing the e-mail attachment as a memo provides a handy format that identifies the

date, sender, receiver, and subject.

Book Title: eTextbook: Essentials of Business Communication 5-1. Writing Digital Age E-Mail Messages and Memos 5-1g. Writing Interof�ice Memos

interoffice memorandum

Comparing Memos and E-Mails

Memos have much in common with e-mails. Both usually carry nonsensitive information that may

be organized directly with the main idea first. Both have guide words calling for a subject line, a

dateline, and the identification of the sender and receiver. To enhance readability, both should be

organized with headings, bulleted lists, and enumerated items whenever possible.

Similarities

E-mails and memos both generally close with

a. action information, dates, or deadlines;

b. a summary of the message; or

c. a closing thought.

An effective memo or e-mail closing might be Please submit your written report to me by June 15

so that we can review your data before our July planning session. In more detailed messages, a

summary of main points may be an appropriate closing. If no action request is made and a closing

summary is unnecessary, you might end with a simple concluding thought (I’m glad to answer your

questions or This sounds like a useful project).

Differences

You need not close messages to coworkers with goodwill statements such as those found in letters

to customers or clients. However, some closing thought is often necessary to avoid sounding

abrupt. Closings can show gratitude or encourage feedback with remarks such as I sincerely

appreciate your help or What are your ideas on this proposal? Other closings look forward to

what’s next, such as How would you like to proceed? Avoid closing with overused expressions

such as Please let me know if I may be of further assistance. This ending sounds mechanical and

insincere.

In Figure 5.3, notice how memos are formatted and how they can be created to improve readability

with lists, tables, and white space.

Figure 5.3.

Formatting an Interoffice Memo