Memorandum

A memorandum is
considered
inside
correspondence.
It is written to
someone in your
company.

Memorandum
A memo is less formal than a letter.
It usually conveys one idea and is
likely to be short.
Effective memos are clearly written
with the objective stated in the first
sentence.

Purposes of Memos

To
To
To
To

Inquire
Inform
Report
Remind

Questions

You should be able to answer

several questions regarding your
memo:
1. Exactly why are you writing the
memo?
2. Is the person you are writing to in a
position to make a decision?
3. Do you state your objectives
immediately?

Check Your Memo

Is is easy to find
the main point?
Would it help to
underline, indent,
or bullet the main
points?
Does your memo
have plenty of
white space for
easy readability?

Have you
removed
unnecessary
words?
Is your memo
filled with
technical jargon?
Is it positive?
Does it step on
anyones toes?

Memos
A memo should
be designed to
get your message
across quickly.
Busy people do
not want to waste
time reading
unnecessary
information.

Organization of the Memo

Statement of
Purpose
Message
Statement of
Future Action

Special Formatting
and Mechanical
Techniques
Use enumerations to
list important items
Use solid capitals
and centering to
emphasize an
important detail
Use columns with
headings to make
reading and
understanding easier

Important Nevers in
Memo Writing
Never write memos or
any other
communications which
are unnecessary.
Never write
complicated, hard-tounderstand memos.
Keep them simple and
to the point.

Important Nevers
in Memos Writing
Never write rude,
blunt, or
thoughtless
memos.
Never send
memos that have
typos, misspelled
words, or
grammatical
errors.
They are a poor

 Never waste
space with
unnecessary
introductory
material.

Important
Nevers in
Memos Writing

Plunge in!

Never leave out

necessary details
causing people to
have to follow up
with questions.

Important Nevers
in Memos Writing
Never use a
closing line or a
signature in a
memo.

BASIC PARTS OF A MEMO

TO:
FROM:
DATE:
SUBJECT:

Body of the memorandumsingle

spaced
Reference initials

Memos
Make sure the
memorandum is
Well placed
Has correct
punctuation and
spelling

I. Heading
TO: (readers' names and job
titles)
FROM: (your name and job title)
DATE: (Month day, year)
SUBJECT: (what the memo is
about, highlighted in some way)

15

From Line
CC: (others who are involved)
BCC: ( not directly involved)

16

Subject line
Should summarize the
reason of the memo.
Should be 10 words or
less.
Is NOT a sentence - it is a
long title.
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II. Opening
Three
1. The
2. The
3. The

parts:
context and problem
specific assignment or task
purpose of the memo.

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1. The context
Event, circumstance, or background
of the topic/issue.
Include only what your reader needs,
but be sure it is clear.

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2. Task
Describe what you are doing.
If the action was requested, your
task may be indicated by a sentence
opening like, "You asked that I look
at...."
If you want to explain your
intentions, you might say, "To
determine the best method of
controlling
the
percentage
of
turnover extremities, I will...."
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3. Purpose Statement
Are you announcing a meeting,
welcoming a new employee, or
asking for input on adopting a new
policy?

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III. Discussion
In the discussion segment,
details about the issue/topic

give

Describe the task or assignment with

details that support your opening
paragraph.

who, what, when , why, where,

how
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IV. Closing
Close with a courteous ending
that states what action you want
your reader to take.
Make sure you consider how the
reader will benefit from the
desired actions and how you can
make those actions easier.
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V. Summary
If your memo is longer than a page,
you may want to include a separate
summary segment.
This part provides a brief statement
of the recommendations you have
reached.
Thesewill
help
your
reader
understand the key points of the
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Example
Plankton Engineering
Employees In Research
Development

To:
and
Team
From:
Mary Silvers, Project
Manager
Date:
January 15, 2015
Subject : New Flex-Time Policy
Beginning March 1, 2002
25

Example - continue
Plankton Engineering is offering a new
flex-time schedule to all employees. You
MUST sign up for this plan by Feb. 20,
2002, in order to use it.
Components of the Plan
Employees must agree to:

Work 40 hours a week

Work a minimum of 4 days a week
Arrive at work no later than 9:30 a.m.
Leave work no earlier than 3:30 p.m.
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Example - continue
Scheduling Considerations
Employees may schedule work time as long as it
fits the above criteria. Employees who sign up for
this new flex time scheduling must declare their
work hours during the previous week. The
supervisor will take responsibility for recording
each
employees
work
schedule.
Employees who wish to try this new plan must
stay on it for three months before returning to the
current policy. Employees who may want to start
it later, must wait until January of the next
calendar year to sign up.
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Example - continue
Important Reminder
Remember - Sign up by Feb. 20
to take advantage of the new
Flex-Time schedule.

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Are you ready to do your

assignment ?

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Carol Stanford, owner of Baby Bears,

Inc. needs to inform her employees
that the pay schedule will change
from once a month to twice a month.
Pay cheques will be distributed on
the 1st and 15th of each month.
Also, the employees will now have an
option of having their cheque
automatically deposited in their bank
account. Write a memo as if you
were Ms. Stanford explaining the new
pay period schedule and cheque
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