The Memo
Adapted From Philip C. Kolin’s
Successful Writing at Work
By Sarah LaDow
The Memo
•Sample memo
•Headings
•Style and tone
•Rhetoric of the memo
•Special effects
Sample memo
To: R. W. Burke, Payroll Dept.
From: Lee Griffin, Merchandising
Date: July 8, 2003
Re: Mistake in June Paycheck
My paycheck for the two-week period ending June 15 is $100.00 short.
During this period, I should have been paid $525.00. Instead my check
was for only $425.00 I think I know why there may have been a
discrepancy. The $100.00 additional pay is the result of my having put
in four hours’ overtime on June 8 and June 12 (2 hours each day @
$25.00 per hour). This overtime is not reflected on my current pay stub.
I have double-checked with my supervisor, Alfred Deadlock, who
assured me that he recorded my overtime on the timesheets he sent to
your office. He has kindly given me the enclosed copy to verify my
hours for you.
Thank you for correcting your records and crediting me with the
additional $100.00 for my overtime.
The Heading
To: R. W. Burke, Payroll Dept.
From: Lee Griffin, Merchandising
Date: July 8, 2003
Re: Mistake in June Paycheck
To: should contain the name and job title of the individual who will receive your
memo or a copy of it
From: write your name and your job title
Date: be sure to give the full calendar date
Re:/Subject: a title that reflects the purpose of your memo (avoid only mistake,
June or paycheck)
Style and Tone
• Who is your audience
and how does this
help determine style
and tone?
• A more formal style
and tone should be
employed when
addressing a superior
rather than a
peer/coworker.
Memo rhetoric
• Introduction
• Discussion
• Conclusion
• What should each of these parts include?
Introduction
• A purpose statement—the reason you are
writing
• Link the first sentence of your memo to the
subject line
• Briefly provide any necessary background
information
• Be specific about your purpose—what you
will accomplish with your memo
Discussion
• Why is this important? Who, what and why
• Indicate why changes are necessary
• Give precise dates, times, locations, and
costs
Conclusion
• Invite the reader to contact you if s/he has
questions
• Request a reply
• Provide a list of recommendations
Special Effects
Organize your memo!
• Headings
• Numbers or bullets
• Underline or boldface
The memo
• Sample memo
• Headings
• Style and tone
• Rhetoric of the memo
• Special effects