What Is A Memo??
► Document used for communication within a
► Can be as formal as a letter.
► May be used to present a report.
Purpose Of A Memo
► To inform readers of specific information
Persuade others to take action
Give feedback on an issue
React to a situation
► Memos can NOT replace a meeting
New ideas may stem from face to face meetings
Rationales for ideas may be discussed
► Who is the memo meant for? (what do you think?)
►Departments within your company
► Knowing your audience is very important
►Do you need to provide a detailed background?
►Do the readers understand the context?
►Consider the audiences knowledge of the topic
► The heading defines the memo and should look
similar to this:
►A complete heading should look similar to this:
TO: Engineering Department Employees
FROM: Joe Bishop, President (initials with pen for approval)
DATE: March 11, 2009
SUBJECT: SUBJECT LINE IS DESCRIPTIVE
► Some companies will have policies in place
that specify how to fill out a heading.
► Itis good practice to include your job title
and your reader’s.
► Thefirst sentence of a memo should be
very similar to your subject line, almost a
rewording of the same idea.
Example on board
► Themessage should provide context for
Always tell your readers why you are writing.
Eg: The proposal is due July 2.
Because memos are being sent within your company,
they may be more informal than a business letter.
► You may:
Refer to your colleagues by their first names
Keep in mind you still need to remain professional
How would the president react to your memo??
► Concise (what is the difference?)
► May use to introduce a report for necessary
►1 inch margins
► On plain paper
► Text begins 2 spaces after subject line
► Body is single spaced, 2 spaces between P’s
► Second page headings are used
► Sender should initial the memo for approval
of the time the sender does not type the