Unit 10 Memo

Before reading the given information, answer these questions.

1. What is a memo?

2. When are memos usually sent?

3. To whom are memos sent?

4. Where is the date usually placed?

5. Do memos have a salutation?

6. Do memos have complementary closings?

7. How many topics does a memo normally deal with?

8. Where is the subject line and how is it differentiated from other parts of memo?

9. What is the average length of a memo?

10. Where should you place the most important information?

11. Who should you consider when writing a memo?

12. Should you consider what the reader already knows about the subject?

13. Should the language in a memo be formal or informal?

14. What are things to consider in the ‘look’ of your memo?

15. Should memos always be written in longhand?

Now find answers to these questions.

The word memorandum, or memo for short, originally meant a reminder or confirmation. Memos are considered to be official documents in most organizations. It is a very common form of business communication used for a wide variety of messages exchanged between people working in the same organisation. A memo usually focuses on only one specific topic, as in the following examples:

• Conveying information Reporting back the minutes of meetings or summaries of brainstorming sessions

• Requesting information Asking employees to send in requests for the use of office parking spaces

• Giving instructions Telling employees to display identity badges when entering the building

• Recommending options Informing people in the company of decisions reached on the best way to solve a company dilemma and recommending that these options be implemented

Memos are often read by many people. Many memos are written to large groups of people within an organization. Some memos are written to only one person but are passed along (“forwarded”) to other people in the organization who need the information.

Layout

When writing memos, you should follow the standard format. The memo below shows where the following different components should appear on the page.

The heading segment follows this general format:

a DATE:date (complete and current date)

b TO: name of the person / people the memo is addressed to

c FROM: name of the person / people sending the memo

d SUBJECT:information about the content of the memo

Opening segment

e introduction to the subject matter

Information segment

f main points

g conclusion, often recommending the action to be taken

Closing segment

h closing, which can be the name or initials of the person sending the memo

Language styles

Although styles vary across cultures and organisations, there are basic rules to memo writing.

The opening is more direct and less formal than in a letter or email, with no greeting such as Dear... and memos usually start with the introduction to the main points. The closing is generally just the initials of the sender.

Memos are less formal than business letters so the tone is neutral and the language simple.

Sentences are usually short and clear, but not brisk and bossy.

Memos often conclude with a request for action.

Tips

• State the most important points first, then move on to the details.

• Be specific and brief in every heading so that the basic point of your memo is apparent to the reader right away.

• Include only as much information as necessary for the reader; be concise but convincing that the problem or issue does exist and needs to be assessed.

• Feel free to include lists, charts, and graphs at the end of the memo to help the reader better understand the topic. Make sure to add a notation of how the attachments are relevant.

• The reader can understand the memo better if you use headings for the different segments of the memo.

• Write short headings that clarify the content of each category. For example, instead of stating "opening", write "Ant problem in the office".

• Always address the reader by his or her correct name; do not use nicknames.

• When constructing the heading, be sure to double space between sections and align the text.

• When writing the opening segment, if you are having trouble describing what you are doing to solve the problem (the task statement), consider whether you have clarified the situation.

• When writing the opening segment, include only as much information as is needed, while still being convincing that a real problem exists.

• When writing the discussion segment, begin the discussion with the information that is most important.

• When writing the discussion segment, start with the most general information and move to specific or supporting facts.

• When writing the closing, be sure to consider how the reader will benefit from the desired actions and how you can make those actions easier. You might say, "I will be glad to discuss these recommendations with you later on and follow through on any decisions you make."

• When using attachments, be sure to refer to your attachments in your memo and add a notation about what is attached below your closing.

• Get personal: Use words like I, you, and we. To initiate action, write in the active, not the passive voice.

• Be conversational: Write the way you talk and do not be afraid to use contractions.

• Don’t show off: Avoid scholarly words, technical jargon, and just plain gibberish like "as per your request" when you simply mean "here’s what you wanted". Such language may easily confuse readers.

• Check for errors: If there is an error in a memo, it will probably be in names, dates or numbers.

• Don’t give too many whys: It’s important to explain why you want something done, but don’t overdo it.

• Keep paragraphs short: Limit each paragraph to five lines or less.

• Close with a call to action: If there is something you want the reader to do by a particular time, say so.