Post on 15-Jul-2015
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.
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 anyone’s toes”?
Memos
A memo should be designed to get your message across quickly.
Busy people do not want to waste time reading unnecessary information.
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
Special Formatting and Mechanical Techniques
Use underlining and side headings to show natural breaksUse bullets to emphasize several pointsUse boldface and italics when appropriateUse color coding to attract attention
Important “Nevers” in Memo Writing
Never write memos or any other communications which are unnecessary.
Never write complicated, hard-to-understand 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 reflection
on you!
Important “Nevers” in Memos Writing
Never waste space with unnecessary introductory material.– Plunge in!
Never leave out necessary details causing people to have to follow up with questions.
BASIC PARTS OF A MEMO
TO:
FROM:
DATE:
SUBJECT:
Body of the memorandum—single spaced
Reference initials