Memos Writing Memos

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					Memos – Writing Memos
      EEE – Modules 1-6
               and
   English for Master Studies
           What is a memo?
   A memo is
   a short note serving as a reminder
   a written business communication
   a brief diplomatic communication
    It can be also defined as:
 a short official note to another
  person in the same company or
  organization
As in the sentence:
1. I sent him a memo reminding him
  about the meeting.
         Communication Note
   A memo or memorandum is a
    communication note that records events
    or observations on a topic. Memos are
    typically used within a business
    environment as an interoffice
    communication tool. There are many
    purposes of a memo including, calling
    attention to issues so they can be
    resolved, updating clients and other
    colleagues on the status of the projects
    you are all working on, and giving
    solutions to colleagues on issues with
    project.
     The basic structure of a memo
     The basic structure of a memo is:
1.    statement of the problem
2.    discussion of why the problem
      exists
3.    suggesting a course of action, and
4.    your concluding statement.
   Here are some
    guidelines to
    follow when
    writing a memo:
             Keep it Personal.
   Use words like I, you, and we. It's a lot more
    human to say, "I would like you to do this." To
    get action, write in the active, not the passive,
    voice. Be conversational. Write the way you talk.
    Use contractions, however, avoid slang words
    that might be misconstrued. On the flip side,
    keep the document appropriate for a work place.
    Although technical writing is not meant to sound
    academic, it is also not meant to sound
    unprofessional. A memo is a business document
    which reflects upon the business itself. It does
    need to stay formal and business-like.
    Colleagues, superiors, and clients also do not
    want the document to casual because it can the
    interpreted as direspectful.
           Don't get Wordy.
   Avoid “big” words. Keep it simple.
    Instead of writing “per your request”
    think of using a more casual way to
    say it, like, “as you requested” or “as
    you wanted”
        Avoid “fluff” Words.
   Get to the point by keeping to the
    important topic points and avoiding
    all the fluff adjectives. No one likes
    to have to read between the lines
    when they are on a limited schedule.
      Check Before You Send.
   Take time out to make sure that you
    have all the correct information in
    the memo. Double check the names,
    dates, and specifics of the
    project/topic to make sure that
    everything is accurate. Keep in mind
    that any written business document
    is legally binding.
      Don’t be Overly Sincere.
   Try to avoid phrases such as “we’re
    sorry for any inconvenience this may
    have caused” or “please don’t
    hesitate to call” To many, this may
    appear to be insincere or trite. Do
    not over do it with cliché phrases,
    but make sure to express yourself
    and make apologies, if appropriate.
        Become the Reader.
   Keep your reader in mind when you
    are writing a memo. One tip for
    achieving a reader centric memo is
    to pretend that you are having a
    face-to-face conversation with the
    memo recipient.
    Make the End the Beginning.
   Memos often begin with a statement of
    the problem or a found solution. Put what
    you want the reader to get out of the
    memo at the top, and then continue to go
    into more detail in the following
    paragraphs. This is known as an inverted
    pyramid style of writing. This style of
    writing is important because readers often
    only take time to skim memos. Putting the
    most important information at the
    beginning of the document ensures that
    the reader understands the purpose of the
    document.
   Most readers will only skim the document
    and the important subject may be missed.
    Another tool that accounts for the
    skimming of memos is the use of bullet
    points, tables and lists. These can be very
    effective because they summarize the
    current situation of the project and they
    also offer a checklist for future reference
    on things like deadlines. Bullet points are
    easily accessed by the reader and can
    relay important information quickly and
    concisely.
    Don't Give Too Many Whys
   It's necessary to explain why you
    want something done, but don't
    overdo it. A memo should be
    short and to the point. The
    reader will not read the entire
    document and needs to be able
    to be skimmed easily.
      Keep Paragraphs Short.
   Limit each paragraph to five lines
    or less. Put each reason in a
    separate paragraph rather than
    bunching them up. If a
    paragraph gets too long the
    reader's attention is lost and
    purpose of the document is
    gone.
         Call to Action.

   Close your memo with a
    call to action. It’s
    simple; if you want a
    response by Friday at 3
    p.m., say so.
              Closing.
   The closing in a memo is as
    simple as a signature line,
    but the signature line needs
    to include a contact phone
    number, e-mail address and
    if your company has a Web
    URL it should be included too.
                 Dates.
   Make sure you write any dates in the
    following format: . This format is
    important so dates are not confused
    so if the memo is sent to another
    country the date will not be
    misinterpreted.
         Legality of Document.
   Memos are legal documents. That is why it is
    important to write them correctly. Including the
    date is not only beneficial for the employees of
    the company, but it is also beneficial in the event
    that a court case arises. Dates can be used as
    documentation. Furthermore, a memo should
    always be accurate and honest. Don't state
    something that is knowingly inaccurate. Always
    check your facts. Memos can be required in court
    if the business is sued. These documents need to
    be formal, accurate, and business-like because
    the may provide proof that something was or was
    not done.
                 Legality
   The legality of the document also
    heightens the importance of
    professionalism within a memo.
    Don't include nicknames or inside
    jokes. If these documents are read in
    court, it reflects badly upon the
    company. Also, in order to protect
    yourself, don't commit anyone but
    yourself to a time schedule unless it
    has already been agreed upon
How a


Memo will
look
        Beginning of a Memo
   If you are typing memos in a company
    setting then the very top of the memo
    may have the company name and that it
    is an office memorandum, only for office
    distribution. If this is not the case then
    your memo will start like this:
   To:
   From:
   Date:
   Re/Subject:
   Keep in mind that the information
    after the colon needs to be aligned
    with each other. To do this you want
    to use tab. If you are familiar with
    Microsoft Word you can use the left
    tab on the ruler to do this.
              Sample draft:
   : To: John Doe
    • From: Jane Doe
    • Date: January 1, 2000
    • Subject: Join us at the yearly picnic
      Sample Draft
     Middle and End of Memo

   After your subject you want to hit
    enter twice before you start on the
    middle of the memo. When typing
    memos you do not indent the first
    sentence of a paragraph. Instead
    you just hit enter an extra time so
    that you have a space between your
    paragraphs.
   One thing to remember is most memos
    will only be a page long but if you have
    one that is over a page then you will need
    a header on the second page. This will
    include your name, the page number, and
    the date.
   The ending of an informal office memo
    might only have the senders’ name. If it is
    a more formal memo, then the person
    should put their full name, along with their
    job title and contact information.
              Sample draft
   :John,
    • Our yearly picnic will be held on
      Saturday, March 3. We are looking for
      volunteers to help with the set up,
      cooking, and clean up. If you are
      interested, please let me know by
      January 15.
    •.
    • Jane Sample Draft
        Final Product for Memo
   : To: John Doe
    • From: Jane Doe
    • Date: January 1, 2000
    • Subject: Join us at the yearly picnic
    • .
    • .
    • John,
    • Our yearly picnic will be held on Saturday, March 3. We
      are looking for volunteers to help with the set up,
      cooking, and clean up. If you are interested, please let
      me know by January 15.
    • .
    • Jane Sample Draft

				
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