Memos

Objectives Differences Among Memos, Letters, and

E-mail Criteria for Writing Successful Memos Process Criteria for Effective Technical Writing

Objectives of Memos

Written and read only within a company

Represent a component of your interpersonal communication skills within your work environment

Memos vs. Letters and E-mail

Characteristic Memos Letters E-mail Destination Internal External Both

Format Date, To, From, Subject

Letterhead address, date,

reader’s address, salutation, etc.

Subject, From, Sent, To

Audience Business colleagues

Vendors and clients

Multiple readers

Topic High-tech to low-tech

Low-tech to lay Diverse topics

Tone Informal More formal Usually informal

Enclosures Hard copy attachments

Additional information

Computer files, Web links

Structure 8.5” x 11” 55 lines page

8.5” x 11” 55 lines page

One screen 12-14 lines

Delivery Time Within 3 days 3 days or more Within minutes

Security Company – work ethics

US Postal -- reliable

May be tampered with

Criteria for Successful Memos

Subject Line The beginning of the memo Typed in all CAPS Gives the topic (the what) plus a focus (the

what about the what) More than one word

Criteria for Successful MemosSubject: FOCUS plus TOPIC

Termination of Comptrollers

Hiring Procedures for Comptrollers

Vacation Schedules for Comptrollers

Training Seminars for Comptrollers

Although the topic stays the same, the focus changes and clarifies

the actual subject matter of the memo.

Criteria for Successful Memos

Introduction

One or two clear introductory sentences which tell your readers what you want and why you’re writing

In the third of our series of quality control meetings this quarter, I’d like to get together again to determine if improvements have been made.

Criteria for Successful Memos

Discussion Respond to the reporter’s questions (who, what,

when , why, where, how) Apply highlighting techniques

Itemization White space Boldface type Headings Columns Graphics

Criteria for Successful Memos

Conclusion Complimentary close

Motivates readers and leaves them happy If our quarterly sales continue to improve at this

rate, we will double our sales expectations by 2000. Congratulations!

Directive close Tells your readers exactly what you want them to do next or what

your plans are (dated action) Next Wednesday (12/22/00), Mr. Jones will provide

each of you a timetable of events and a summary of accomplishments.

Criteria for Successful Memos

Audience Memos average six readers. May use more acronyms and internal

abbreviations. Provide parenthetical definitions if your usage

differs from what most people will assume.

Criteria for Successful Memos

Style Use simple words, readable sentences, specific

detail, and highlighting techniques. Strive for an informal, friendly tone. Reflects your interpersonal communication

skills. Tone is achieved through audience

involvement (you usage), contractions, and positive words.

Writing the Memo

Prewrite and review your prewriting. Determine your focus. Clarify your audience. Review memo criteria. Organize your ideas. Write the draft.

Writing the Memo

Rewriting Add new detail for clarity Delete dead words and phrases for conciseness Simplify words and phrases Move information from top to bottom or bottom to top for

emphasis Reformat using highlighting techniques Enhance the tone and style of the memo Correct for accuracy Avoid sexist language

Effective Memo Checklist

Have you used the correct memo format? Is your subject line correct? Does your introduction tell why you are writing and what

you are writing about? Does the body explain exactly what you want to say? Does the conclusion tell what’s next and provide a

close?

Effective Memo Checklist

Is your page layout reader friendly? Is your writing style concise? Is your writing clear?

Do you answer reporter’s questions? Do you avoid vague words such as some, several,

many, few? Have you written appropriately to your audience? Are errors eliminated?

Criteria for Effective Technical Writing

Clarity

Conciseness

Accessibility

Audience Recognition

Audience Involvement

Accuracy