K.

SURESH KUMARARAJ

Memos
Memos and letters are the two most common types of business communication. Memos
resemble letters in that they communicate information and are commonly used in the world of
business writing. However, memos differ from letters in several important ways:

• Memos are almost always used within an organization

• Memos are usually unceremonious in style

• Memos are normally used for non-sensitive communication (communication to which

the reader will not have an emotional reaction)

• Memos are short and to-the-point

• Memos have a direct style

• Memos do not have a salutation

• Memos do not have a complimentary closing

• Memos have a specific format that is very different from a business letter
 Memorandum

Date:

To:

From:

Subject:

Text of the memo

General Information About Memos:

Memos usually have one-inch margins on all four sides, and the writer's initials always
appear next to the name at the top of the memo.

The top line of a memo usually says "Memo" or "Memorandum." The company logo or
letterhead frequently goes above this. Some companies omit the words memo or
memorandum, although this is not the norm.

Below the word "Memo" or "Memorandum" is the date, the name of the person or
persons to whom the memo is sent, the name of the writer or sender (with the writer's
initials written-in by hand), followed by a very short description of the memo's topic.
Sometimes the order of these four items is altered; however, they are always present.
These four items are double-spaced and a solid line is frequently drawn below them,
separating them from the memo's message.

Below the line is the memo's message area. The text in this alatd

rea is single-spaced.

There are two ways to format the text of a memo: block format and modified block
format. Block format begins every paragraph flush with the left margin and leaves an
empty line of space between each paragraph. Modified block format indents each
paragraph and does not leave an empty line of space between each paragraph. Do not
mix block and modified block formats.

Note that with both examples, above, the right margin is not justified. As a rule, do
not justify the right margin. To do so puts odd spacing in the middle of your sentences
and makes your document very hard to read.

The text of the memo almost always begins with a bottom-line statement. A bottom-line
statement or message is a short, terse statement of the memo's purpose. All non-
sensitive memos should begin with a bottom-line statement.

The body or message area of the memo is the "meat" of the memo. The text in this area
should be concise, clear, and well-written. Organization is very important. If you have
more than one topic or subject (or you have subtopics), you can use headings to make
your message more readable and understandable. If you have a list of items within your
memo, use bullets. Bullets, like headings, are frequently used in memos to make them
easier to read. Avoid unnecessary topics or information--and don't repeat yourself.

Some memos contain conclusions; some omit them. Conclusions are good to use if you
have several points to make and wish to summarize them or make a recommendation.
Conclusions are also useful if you wish to make a request.

Notification of attachments is included at the very end of the memo, right above the
bottom margin and against the left margin. Always identify your attachment in the
following way--Attachment: Exhibit I.

If a memo continues to a second page, do not use letterhead or repeat the Date:, To:,
From:, Subject: information. On the second page, across the top, put the name of the
person to whom the memo is sent flush with the left margin, the page number in the
center, and the date at the right margin. Here is a sample:
Some points to remember about good memo writing are as
follows:

• Be kind to your reader--use headings and bullets as necessary to make the memo
easy to read and key points stand out.

• Be concise--long sentences with complex construction do not belong in memos.

Keep memos short and to-the-point.

• Come to the point first--always use a bottom-line statement at the very beginning
of a non-sensitive memo.

• Remember memo format--never use a salutation or complementary closing with a

memo.

• Identify your attachments--if your attachments become separated from the memo,
your reader will know that they were supposed to be there and can ask for them.

• Be coherent--limit each paragraph to only one idea. Keep your sentences flowing
smoothly, and keep them short.

• Use a business-like tone--use the first person (I or we); use short, simple words;
be as informal as the situation allows; use concrete, specific words.

• Proofread your work--always read your work (or have someone else read it)
before you sent it out.
 • Identify your audience--identify the person or persons to whom you are writing.
Think about what they know, who they are, what they want to see or hear, how
they are situated. Clarify your audience's background, context, and environment.
Never, never, never write without identifying your audience first.

Message

Memos are reproduced and exchanged rather freely, and it is common for a reader to receive a memo
that is only marginally relevant to him or her.

This is why it is important that the first sentence of the memo should answer that question with a
purpose statement. The best purpose statements are concise and direct.

Your memo's message should also provide a context for readers. In other words, always tell your
readers why you are writing. Consider the following questions:

 Is your memo a result of a situation? For instance, "As a result of yesterday's meeting..."

 Is your memo a reminder? For example, "The Proposal is due July 2."

By providing context for your readers, you avoid being asked to provide that information later. Also,
you should always include your contact information at the bottom of your message. This can be your
phone number or e-mail address.

Finally, consider how your memo looks. If you have nothing but paragraph after paragraph of text, you
might use lists to draw attention to specific information. Lists represent an effective way to present
information. Not only do they breakdown large amounts of text, but they also provide text in a way that
is visually pleasing. Lists are especially useful for conveying steps, phases, years, procedures, or
decisions. By avoiding full sentences in a list, your information is concise and more likely to engage
your readers. For example:

"To receive a degree in engineering, you must complete the following:"

 Core Courses

 Elective Courses

 Senior Design

Lists can be bulleted, as in the example, or numbered. Typically, you should use a numbered list when
you need to stress the order of the listed items.
Tone

Since you typically send memos to those working within your company, you can use a more informal
tone than you would if you were writing a business letter.

For example, you might refer to your colleagues by their first names or use humor. However, always
keep in mind that you still need to be professional. Ask yourself how the company's president would
react to your memo. If you would be embarrassed to have the president read your memo, consider
changing or eliminating information.

Length

Memos are generally short, concise documents. However, you may have to write longer memos,
depending on your topic. For example, a memo might present the new guidelines for a specific office
task.

Obviously, if you have over forty guidelines, the memo will be more than a page. Some memos might
even introduce a short report. In this case, you might include the report in the memo, or the memo
might be a separate document, introducing the report.

Format Guidelines

Regardless of the style, memos generally have similar format characteristics, unless otherwise
specified by your professor or company. Listed below are some basic guidelines that can help you
create a memo:

 Memos have one-inch margins around the page and are on plain paper

 All lines of the memo begin at the left margin

 The text begins two spaces after the subject line

 The body of the memo is single-spaced, with two spaces between paragraphs

 Second-page headings are used, as in business letters

 The second page includes who the Memo is to, the page number, and the date

 The sender usually signs the Memo using initials, first name, or complete name

Common Types of Memos

Each memo is written for a specific purpose to a specific audience. The purpose and audience for your
memo will help guide what type of memo you will write.

Even though no two memos are identifcal, four common broad categories exist. If you are unsure about
how to format your memo, ask your instructor or review memos your co-workers have written.

Directive Memo

A directive memo states a policy or procedure you want the reader or co-worker to follow. The length
of the memo depends on how much space is required to properly explain the procedure.

The body of the memo should begin with a clear, concise sentence that states the purpose of the memo.

Basic Memo Plans

Standard office memos can be approached in different ways to fit your purpose. Here are three basic
plans:

1. The direct plan, which is the most common, starts out by stating the
most important points first and then moves to supporting details. This plan
is useful for routine information and for relaying news.

2. The indirect plan makes an appeal or spews out evidence first and
arrives at a conclusion based on these facts. This plan is best used when
you need to arouse your reader's interest before describing some action
that you want taken.

3. A combination approach can be used for the balanced plan. This plan is
particularly useful when relaying bad news, as it combines information and
persuasion.