Memo Writing IST 499 w Jennifer Powers

Memo Writing IST 499 w Jennifer Powers

What is a memo? • “Memos solve problems” – Inform reader of new information (i. e. , policy changes, etc) – Persuade reader to take action (i. e. , attend meeting, etc) • In-house business letter

Memo versus Letter • Reader – Communicating within your organization – Except if several levels above you or formal situation (i. e. , Human Resources) • Signature/Closing • Wordiness – Memos make it easier for reader to get right at the info – Letters tend to be more dense

Format • Header – TO: (readers’ names and job titles) – FROM: (your name and job title) – DATE: (complete and current date) – SUBJECT: (what the memo is about) • Be formal with names and titles • Be concise with subject line

Format, con’t • Purpose of memo – Context and problem – Background info

Format, con’t • Details – Analysis of problem – Divide problem

Format, con’t • Recommendations – Your solutions – Future problems – Strongest --> weakest – Use lists when possible

Format, con’t • Closing remark – Courteous ending – Consider how action will benefit the reader – No signature – “I look forward to hearing from you…” etc

Format, con’t • Attachments – As necessary – Include list of attachments in header or bottom of memo

Styles notes • Headings – Helps reader skim • Numbered and bulleted lists – Makes information readily accessible • Formatting (bold, italics, etc) – Helps important information stand out • Paragraphs – Keep them short and to the point

Keep in mind • • Keep it short Sentence structure Grammar Spelling Strong, active verbs Appropriate vocabulary Conciseness

Memo assignment/Presentation • • • 1 -2 page(s) Follow guidelines Introduce your topic Assign readings Give discussion questions

References • http: //www. suite 101. com/article. cfm/5381/34825 • http: //owl. english. purdue. edu/handouts/print/pw/p_memo. html • http: //ibi. cbe. wsu. edu/Tansuhaj/ibus 380/memo. htm