What Is A Memorandum Or Memo? A memorandum or memo for short is commonly understood to be an official document originating from an office.

There are various types of memos. For example, in a business environment, the Memorandum of Understanding (MOU and Memorandum of Association (MOA , are common. A memorandum is !ritten to communicate or convey a brief message on a given sub"ect or topic. Apart from specific memos, t!o of !hich have been cited earlier, a memorandum is usually not more than one page. Notes On Writing A Memorandum

A memorandum is generally made up of three parts. These being# $ntroduction, %ody and &onclusion. Many office memos come in a standard and pre'approved format. The headings in a standard format are# To, From, (ate, )ub"ect and *eference. The memo may be addressed to an individual or a group of individuals. They are usually addressed by position or designation. $ncluding a name and title if it is addressed to an individual is an accepted practice. %elo! the headings are the introduction, body and conclusion. $n the introduction, the purpose or !hy the memo is being !ritten and !hat !ould be focus of attention !ould be explained. The body !ill provide details of the sub"ect such as !hat is the issue, !hat are the implications and other considerations including options. The conclusion !ill state !hat needs to be done, by !hom and !hen. The memo needs be brief, to the point and clear. The general rule is one idea or issue per memo. $f many ideas or issues need to be communicated, it !ould be better to call for a meeting or discussion. The target audience must be +ept in sight. ,ey -uestions such as !hy the memo is being !ritten, !hat needs to be conveyed and !hat is the expected outcome must be constantly +ept in mind. This must be done before !riting the memo, !hile it is being !ritten and after it is completed. %e economical !ith !ords. Use simple language. Use the active voice. Use active verbs. The reader !ants to read the document and move on to !hat needs to be done. Use the correct titles before the name such as Mr., Mrs., Ms., and so on.

Editing The Memorandum After completing the memo, revie! it for accuracy, brevity and clarity. *ead it out and chec+ ho! it sounds or comes through. &hec+ details such as date and address. These are important for ensuring that the message is delivered to the correct target audience and -uic+ly. Additionally, it ma+es document control easier. (o not overloo+ the importance of correct spelling and grammar. .roofreading and editing is critical to better !riting. /ou can no! easily and conveniently do this !ith a !riting soft!are that uses a uni-ue technology that provides the first context'related, all' in'one solution for improving !riting. (eveloped by a leading team of soft!are, algorithm, and 0atural 1anguage .rocessing experts, for the first time ever, users can easily enhance their !riting s+ills. This revolutionary !riting tool instantly analy2es the complete text and provides context'based recommendations to replace !ords !ith synonyms, to add ad"ectives and adverbs, to chec+ spelling, and to verify proper grammar use. For %usiness 3riting, a special version soft!are is also available.

How to Write a Memo: Standard Conventions for Inter-Offi e !usiness Corres"onden e A memo al!ays begins !ith a statement of its purpose to help busy readers sort, prioriti2e, and file their correspondence. Memos vs# $etters Use memos rather than letters to communicate !ithin your organi2ation, including members of your department, upper management, employees at another branch of your company, etc. Use a letter if you are preparing a document for someone several levels above you or in a formal situation. For example, an application for a leave of absence should be in letter form. Heading Information Al!ays include the date, the names of the !riter and the recipient, and the sub"ect of the memo in the heading, formatted ho!ever company standards dictate. The heading information ensures the memo is routed and filed correctly.

Use a courtesy title (Mr., Mrs., Ms., (r. before the recipient4s name and a "ob title after it, unless the memo is very informal. Use a "ob title after your name, and hand'!rite your initials by it. This confirms that you ta+e responsibility for the memo5s content. Ma+e the sub"ect heading as specific as possible. $nclude pro"ect names and numbers.

%ormatting& 'aragra"hing ( St)*e

Use headings to help readers s+im sections of the document. 0umbered and bulleted lists ma+e information easily accessible. Typographical formatting such as underlining, boldface, and italics ma+e headings and important information stand out. ,eep paragraphs short and concise. Use strong, active verbs, personal pronouns, and appropriate vocabulary.

Con *uding a Memo $n the past, memos re-uired no signature or conclusion other than 6.lease contact me if you have -uestions.7 Today, it is common for memos to close li+e letters, !ith a 6)incerely,7 and a typed name under a hand'!ritten signature. $f in doubt about ho! to close a memo, as+ for a template that indicates your organi2ation4s standard practice. The copyright of the article How to Write a Memo: Standard Conventions for Inter-Offi e !usiness Corres"onden e in 3or+place &ommunication is o!ned by 8mily Thrush. .ermission to republish How to Write a Memo: Standard Conventions for Inter-Offi e !usiness Corres"onden e in print or online must be granted by the author in !riting.

$mportant .oints to *emember Use the follo!ing structure to begin a memo# MEMO From# (person or group sending the memo To# (person or group to !hom the memo is addressed +E: (the sub"ect of the memo, this should be in ,o*d

The term 9memorandum9 can be used instead of 9memo9. A memo is generally is not as formal as a !ritten letter. :o!ever, it is certainly not as informal as a personal letter. The tone of a memo is generally friendly as it is a communication bet!een colleagues. ,eep the memo concise and to the point. $f necessary, introduce the reason for the memo !ith a short paragraph. Use bullet points to explain the most important steps in a process. Use a short than+ you to finish the memo. This need not be as formal as in a !ritten letter.

How to write a memo Memos should have the follo!ing sections and content# -# Memos shou*d have the fo**owing se tions and ontent: A .To. se tion ontaining the name of the re eiver# For informal memos, receiver4s given name; e.g. 4To# Andy4 is enough. For more formal memos, use receiver4s full name. $f the receiver is in another department, use the full name and department name. $t is usually not necessary to use Mr., Mrs., Miss or Ms unless memo is very formal. the the the the

<. A .%rom. se tion ontaining the name of the sender# For informal memos, the sender4s other name; e.g. 4From# %ill4 is enough. For more formal memos, use the sender4s full name. $f the receiver is in another department, use the full name and the department name. $t is usually not necessary to use Mr., Mrs., Miss or Ms unless the memo is very formal. =. A ./ate. se tion# To avoid confusion bet!een the %ritish and American date systems, !rite the month as a !ord or an abbreviation; e.g. 4>anuary4 or 4>an4. 0# A Su,1e t Heading#

?. The message# ' Unless the memo is a brief note, a !ell'organised memo message should contain the follo!ing sections# a. )ituation ' an $ntroduction or the purpose of the memo b. .roblem (optional ' for example# 9)ince the move to the ne! office in ,o!loon %ay, staff have difficulty in finding a nearby place to buy lunch.9 c. )olution (optional ' for example# 9.roviding a micro!ave oven in the pantry !ould enable staff to bring in their o!n lunchboxes and reheat their food.9 d. Action ' this may be the same as the solution, or be the part of the solution that the receiver needs to carry out; e.g. 9!e !ould appreciate it if you could authorise up to @=,AAA9 e. .oliteness ' to avoid the receiver refusing to ta+e the action you !ant, it is important to end !ith a polite expression; e.g. 9Once again, than+ you for your support.9, or more informally 9Than+s9. B. )ignature ' This is optional.

How to Write an Effective Memo

Memo (short for memorandum) is a business-oriented style that is best suited for interoffice or intercolleague correspondence. More informal in tone and organization than a letter, memos are generally used to provide or ask for information, announce a new policy, update on personnel transfers, or for any other internal issues. Elements of an Effective Memo An effective memo grabs the reader!s attention provides information, makes a recommendation, or asks for action supports your position or e"plains benefits to reader mentions ne"t steps and deadlines

#hen composing a memo, follow the same rules for good writing outlined on our $ow to #rite an %ffective &etter page. Always take the four-step approach to writing plan what you want to say, write a draft, revise the draft, and edit. Types of Memos 'here are four types of memos you might have to write, each with its own organizational format information, problem-solving, persuasion, and internal memo proposal.

(nformation Memo used to deliver or re)uest information or assistance first paragraph provides main idea second paragraph e"pands on the details third paragraph outlines the action re)uired

*roblem-solving Memo suggests a specific action to improve a situation first paragraph states the problem second paragraph analyzes the problem third paragraph makes a recommendation when making a recommendation, include not only the positive details but also the drawbacks and diffuse them yourself

*ersuasion Memo used to encourage the reader to undertake an action he or she doesn!t have to take first paragraph begins with an agreeable point second paragraph introduces the idea third paragraph states benefits to the reader fourth paragraph outlines the action re)uired fifth paragraph ends with a call to action

(nternal Memo *roposal used to convey suggestions to senior management first paragraph states reason for writing second paragraph outlines present situation and states writer!s proposal third paragraph describes advantage(s) fourth paragraph mentions and diffuses disadvantage(s) fifth paragraph ends with a call to action

Memo Parts More informal in appearance and tone than a letter, a memo is set up in a special format. $eadings, lists, tables or graphs are often used to make the information more readable.

All memos consist of two sections the heading and the body. 'he heading indicates who is writing to whom, when, and why. 'he heading should include the following parts +. To lists the names of everyone who will receive the memo includes the first and last name and titles or departments of the recipients for formal memos, memos to superiors, or if everyone on the list does not know each other if all recipients know each other!s names and positions, use ,ust the first initial and last name of each recipient can be listed alphabetically or by rank if it is not possible to fit all the names in the To: area, use the phrase -.ee distribution listat the end of the memo add the word -/istribution- and then list the names of the people who will receive a copy of the memo

arrange the names by rank, department or alphabetically 0. From lists the name of the writer(s) in the same way as the name(s) of the recipient(s) there is no complimentary close or signature line, but authors initial their names on the From: line

3. Date lists the month, date, and year the memo was written do not use abbreviations

avoid using numbers for months and days 1. Re: or Subject indicates the main sub,ect of the letter

should be as specific and concise as possible 2. Cc or c lists those readers who should have a copy of the memo for their information or reference but are not e"pected to carry out the same action as the recipients listed in the To: line -cc- can also be placed at the end of the memo below the distribution list (if used)

'he body of the memo conveys the message and generally consists of 1 parts +. (ntroduction

states the general problem or main idea

0. .tatement of facts states the facts or discusses the problem or issue

3. Argument e"plains importance or relevance of facts

1. 4onclusion summarizes the main idea, suggests or re)uests action memos do not have a complimentary close or signature line memos end with a call to action

Sample Memo

MEM R!"#$M
To: All Staff Members

From: John Smith, President Date: January 5, 2009 Re: Company Mer er

____________________________________________________ I'd like to set the record straight. Perhaps you have heard rumours of all sorts to the effect that the company is going out of business, is being sold, or is merging. Well, I am pleased to tell you that the last is true. We are merging. Effective anuary !, "e "ill become a "holly o"ned subsidiary of #$%, Inc. Principals at #$% have asked me to let you kno" of their sincere intentions to continue operating this division on a autonomous basis and to

retain all the employees "ho are currently on the payroll. &here are many benefits to be gained by the merger, and I "ould like to inform you of them personally. &here "ill be a company'"ide meeting in the auditorium on (onday, anuary !), )**+ at noon. &he meeting "ill be over lunch ,provided by #$%-, and members of the #$% team "ill be on hand to personally ans"er any .uestions. I'm sure that you'll approve of the merger "holeheartedly once you understand "hat "e have to gain. I look for"ard to seeing each of you at the luncheon on anuary !)th.

How to Write a !usiness Memo When planning your inter-organizational memo, be sure to think about it from your reader's perspective by Linda Elizabeth Alexander A business memo helps members of an organi2ation communicate !ithout the need for time' consuming meetings. $t is an efficient and effective !ay to convey information !ithin an organi2ation. Use memos rather than letters !hen you are communicating !ithin your organi2ation, including members of your department, upper management, employees at another company location, etc. Memos solve problems either by introducing ne! information to the reader li+e policy changes or ne! products being introduced, or by persuading the reader to ta+e an action, such as attend a meeting, rinse the coffeepot !hen empty, or change a current !or+ procedure.

The !riting style of a business memo is some!hat formal but it doesn4t have to sound intimidating. /our aim in !riting a memo is the same as !ith other correspondence# /ou !ant to effectively communicate your purpose to your reader. Memos are most effective !hen they connect the purpose of the !riter !ith the interests and needs of the reader. 3hen planning your memo, be sure to thin+ about it from your reader4s perspective# .retend you are the recipient and as+ yourself# C. :o! is this relevant to meD <. 3hat, specifically, do you !ant me to doD =. 3hat4s in it for meD Heading Segment %egin the memo !ith a heading segment, follo!ing this format# MEMO+AN/2M TO# (readers4 names and "ob titles F*OM# (your name and "ob title (AT8# )U%>8&T# (specifically !hat the memo is about Ma+e sure you address the reader by her or his correct name and "ob title. &ourtesy titles are not necessary but ma+e sure you spell everyone4s names properly and don4t use informal nic+names. Use a "ob title after your name, and hand !rite your initials by your name. This confirms that you ta+e responsibility for the contents of the memo. %e specific and concise in your sub"ect line. For example, 9computers9 could mean anything from a ne! purchase of computers to a mandatory soft!are class for employees. $nstead use something li+e, 9Turning &omputers off at 0ight.9 This also ma+es filing and retrieving the memo easy. O"ening Segment %egin your memo by stating the problem''that is, !hat led to the need for the memo. .erhaps a shipment has not arrived, a scheduled meeting has been canceled, or a ne! employee is starting tomorro!. After stating the problem, indicate the purpose clearly# Are you announcing a meeting, !elcoming a ne! employee, or as+ing for input on adopting a ne! policy about lunch hour lengthD

/is ussion Segment $n the discussion segment, give details about the problem, (on4t ramble on incessantly, but do give enough information for decision ma+ers to resolve the problem. (escribe the tas+ or assignment !ith details that support your opening paragraph (problem . C*osing Segment After the reader has absorbed all of your information, close !ith a courteous ending that states !hat action you !ant your reader to ta+e. )hould they hand email their reports rather than hand in hard copiesD Attend a meetingD &hip in for someone4s birthday ca+eD A simple statement li+e, 9Than+ you for rinsing the coffeepot after pouring the last cup9 is polite and clearly states !hat action to ta+e. Traditionally memos aren4t signed. :o!ever, it is becoming more common for memos to close the !ay letters do, !ith a typed signature under a hand!ritten signature. Follo! your company4s example for this. For memos that are essentially informal reports or instructional documents, ma+e the memo no more than one page long. $n a memo, less is more. Summar) Segment $f your memo is longer than a page, you may !ant to include a separate summary segment. This part provides a brief statement of the recommendations you have reached. These !ill help your reader understand the +ey points of the memo immediately. To further clarify your meaning, +eep these formatting ideas in mind#

:eadings help the reader s+im for sections of the document. 0umbered and bulleted lists ma+e information easy to scan. %e careful to ma+e lists parallel in grammatical form. Font si2es, underlining, bolding, and italici2ing ma+e headings and important information stand out. As in all technical and business communications, long paragraphs of dense text ma+e reading more difficult. Therefore, +eep your paragraphs short and to the point.

How to Write a Memo

Ste"s 3-4 Ana*)5e )our audien e# (ecide to !hom you are !riting this memo (the audience and !hat the audience5s priorities and concerns are. 8stablish !hy this memo !ould be important to the reader. (< /istinguish the three "arts of the memo6 the heading segment& the o"ening segment& and the summar) segment# Heading segment# The heading segment should include to !hom the memo is !ritten, !ho has !ritten the memo, the complete and exact date the memo !as !ritten, and the sub"ect matter (!hat the memo is about . The first line of the heading should read 9To#9 then state the name and "ob titles of the recipient. The next line, 9From#9 states your full name and "ob title. The third line, 9(ate#9 should contain the complete and current date that the memo !as !ritten. The final line of the heading, 9)ub"ect#9 (or *8# should state !hat the memo is about, and should be highlighted in some !ay. O"ening segment# )tate the purpose of the memo and identify the purpose in three parts; the context of the problem, the particular assignment, and the purpose of the memo. $dentify the exact reason for !riting the memo and ma+e it clear to the reader. Summar) segment# This segment should provide a brief statement of important suggestions. This !ill help the reader -uic+ly understand the +ey points of the memo. The summary can also include lin+s or references to sources that you have used in your research on the issue. /is ussion segment# $n this segment, include all of the details that support your ideas and recommendations for solving the problem. /ou may also choose to propose future problems that may arise and discuss ho! your recommendations ensure these problems !ill not occur (see tips . C*osing segment# &lose the memo !ith a friendly ending that states !hat actions you !ant the reader to ta+e. &onsider the !ays that the reader can benefit from the information in the memo and ho! these changes !ill be advantageous. Ti"s

)tate the most important points first, and then move on to the details. %e specific and brief in every heading so that the basic point of your memo is apparent to the reader right a!ay. $nclude 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. Ma+e sure to add a notation of ho! the attachments are relevant.

The reader can understand the memo better if you use headings for the different segments of the memo. 3rite short headings that clarify the content of each category. For example, instead of stating 9opening9, !rite 9Ant problem in the office9. Al!ays address the reader by his or her correct name; do not use nic+names. 3hen constructing the heading, be sure to double space bet!een sections and align the text. 3hen !riting the opening segment, if you are having trouble describing !hat you are doing to solve the problem (the tas+ statement , consider !hether you have clarified the situation. 3hen !riting the opening segment, include only as much information as is needed, !hile still being convincing that a real problem exists. 3hen !riting the discussion segment, begin the discussion !ith the information that is most important. 3hen !riting the discussion segment, start !ith the most general information and move to specific or supporting facts. 3hen !riting the closing, be sure to consider ho! the reader !ill benefit from the desired actions and ho! you can ma+e those actions easier. /ou might say, 9$ !ill be glad to discuss these recommendations !ith you later on and follo! through on any decisions you ma+e.9 3hen using attachments, be sure to refer to your attachments in your memo and add a notation about !hat is attached belo! your closing. Eet personal# Use !ords li+e $, you, and !e. To initiate action, !rite in the active, not the passive voice. %e conversational# 3rite the !ay you tal+ and do not be afraid to use contractions. (on4t sho! off# Avoid scholarly !ords, technical "argon, and "ust plain gibberish li+e 9as per your re-uest9 !hen you simply mean 9here4s !hat you !anted9. )uch language may easily confuse readers. Avoid 9smothered9 !ords# )imple root !ords !ith fancy endings tac+ed on. Favorites are 9tion,9 9ance,9 9ent,9 9ment,9 9i2e,9 and 9ility.9 8xample# (on4t say 9The continuation of our issuance of incentives is dependent upon the prioriti2ation by employees of company ob"ectives.9 $nstead, say 9$f you !ant to +eep getting incentives, meet company goals.9 &hec+ for errors# $f there is an error in a memo, it !ill probably be in names, dates or numbers. (on4t give too many !hys# $t4s important to explain !hy you !ant something done, but don4t overdo it. ,eep paragraphs short# 1imit each paragraph to five lines or less.

&lose !ith a call to action# $f there is something you !ant the reader to do by a particular time, say so.