Writing memos Why learn about writing memos important

Writing memos

Why learn about writing memos? • important form of corporate communication • clear and concise communication of complex subjects • writing style and approach applicable to other communications, such as email • set yourself apart from people who cannot write

Purpose of a memo • “solve problems” by: – informing – persuading – refuting – arguing – analyzing –… • Recipients: one person, several persons, one or more groups, a whole community

General rules • • • keep your audience in mind follow a structure (see below) follow an outline get to the point early revising is easier than writing perfectly the first time • follow style guides and writing manuals • budget between 20 min – 1 hr for most memos

Memo plan } Header Subject line Opening paragraph } Supporting details/explanation Closing

Header • To: • From: • • recipient (individuals and/or groups) you/office (e. g. “Student Affairs”)/group (e. g. “Social Committee”) more recipient(s) CC: Date: use correct names/designations for recipients include titles when appropriate, for all recipients when possible

Subject line • probably the most important part of your memo • summarize the intent of your memo, e. g. : – “Request for assistance with grant project” – “Consequences of recent material thefts” • specific, concise and to the point

Opening paragraph • complete summary of your memo • provide: – context – task/action/request – summary of the rest of the memo • Best: put your intent into the first sentence

Supporting details/explanation • maintain a global structure, such as findings implications action items • arrange facts in a logical order • don’t provide more detail than necessary • use bullet points where appropriate

Closing • If necessary, summarize what you want recipient(s) to do. • Provide clear instructions, including deadlines where applicable. • Provide further references/contact information when appropriate.