Memos
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MEMOS . Created By, Jennifer Duke. What are Memos?. A memo is not a letter. Memos are official internal notes in an organization. A memo is a short, to the point communication conveying your thoughts, reactions or opinion on something.

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MEMOS

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Memos

MEMOS

Created By, Jennifer Duke


What are memos

What are Memos?

  • A memo is not a letter.

  • Memos are official internal notes in an organization.

  • A memo is a short, to the point communication conveying your thoughts, reactions or opinion on something.

  • A memo can call people to action or broadcast a bit of timely news. With memo writing, shorter is better.


What are memos1

What are memos?

  • A memo can be written to inform, persuade, or to give specific feedback on a particular topic.

  • A memo is considered an “inside” correspondence because it is addressed to people inside your company, school, or group.


What should a memo include

What should a memo include?

Memos should include the following:

  • TO:

  • FROM:

  • DATE:

  • SUBJECT (RE):


Format for a memo

FORMAT FOR A MEMO

  • MEMORANDUM (Heading Segment)TO: The person receiving the memorandumFROM: The person writing the memorandumDATE: Usually a formal manner of writing the date, for example, September 19, 2007SUBJECT: A short title descriptive of the topic in discussion in the memorandum

  • Introduction (Opening Segment): explaining why the memorandum has been written and what topic the memorandum will discuss.Body (Summary): discussing the topic in detail--explaining any parts of the topic.Conclusion (Closing segment): explaining what the audience should think or do about the memo’s topic .


Structure of a memo

STRUCTURE OF A MEMO

  • MEMOS ARE SHORT, that’s the important thing.

  • Points should be arranged in logical order:

    EXAMPLE:

    Memo Writing

    A. Keep it short and to the point.

    B. Keep it structured.

    Or you can use a list of numbered points:

    EXAMPLE:

    Memo Writing

    1. Keep it short and to the point.

    2. Keep it structured.


More memo guidelines

More memo guidelines…

  • Use a title that is intriguing or is something in response to a question you received, or a point you want to make.

  • The length of a memo should be one page or less.

  • Make sure you include your contact information in the memo so your reader knows how to get back to you.

  • End your memo with a call to action.

    EXAMPLE: “Cecilia, call me as soon as you have read the attached report.”


Useful language in memos

Useful Language In Memos

  • Define the problem:

    • “As you probably know…”

  • Tell the reader why they should feel concerned.

    • “If this happens; it is in everybody’s interest to…”

  • Say the result you want to get.

    • “This is the reason why I’m asking…”

  • Say what you want the reader to do and when.

    • “I would like us all to…”

    • “Please could you…”

    • “If you need help…”

    • “Thank you for…”


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