Writing a memo

The word “memo” is short for memorandum. A memo is a short written message that is usually used in a business office. Memos are used to send messages to people within the same organization. There are two main purposes for sending memos:

1. To bring the reader’s attention to a problem and solving problems

2. To inform the reader about new information like policy changes, price increases, or persuading a reader to take an action such as attending a meeting, or change a current production procedure

Memos can:

· be short or long; however, short memos are better as employees and managers don’t have time to read long memos

· be formal or informal

· be written in email form

Memos style and formatting:

1. Memos are usually sent on specific form with a pre-set letterhead showing the institutes name and sub headings

2. To: Recipient full name and job title (if the list is short), or else use All Employees or All Employees of the Finance (for example) Department, etc.

3. From: Sender name (individual or department).

4. Date: Month (spelled out, e.g. April not Apr. or 4), Day (number) followed by a comma, and finally the year (numbers).

5. Subject/RE (regarding): Information on this line should be brief and specific. The reader should understand what the memo is about from the heading not the body.

6. Body: Short, focused paragraphs.

· Tell readers what the subject is.

· Offers new information (if old revisited information then must offer a brief summary).

· Concludes with a final remark.

7. Abbreviations used in memos must be common and recognized by recipient/s.

E.g. Eng. = engineer.

8. If reply, then must state the date and request in the first line.

9. Some memos include a specifically printed form that is attached to the longer memo document with instructions on it to follow. It can also include the memos type. (Look at example A)

Example A

Name the parts of the Memo