MEMORANDUM

What is it? A memo is meant to inform, to persuade, and above all to communicate to satisfy the reader’s needs and the writer’s purpose. Unless these goals are met, the memo fails as a method of communication. Memos also act like the nervous system of a company, keeping everyone informed of meetings, changes in company policy, company events, management actions, employee news, and the like. Except for simple announcements, you are not merely passing on information in a memo but telling your readers why the information is important to them. A memo is meant to inform, to persuade, and above all to communicate to satisfy the reader’s needs and the writer’s purpose. Unless these goals are met, the memo fails as a method of communication. Memos also act like the nervous system of a company, keeping everyone informed of meetings, changes in company policy, company events, management actions, employee news, and the like. Except for simple announcements, you are not merely passing on information in a memo but telling your readers why the information is important to them.

PURPOSES When you have an idea or important piece of information that your company should know about, you may want to write a memo on the subject and circulate it to the proper people in your firm.

The difference between of memorandums and letters Business letters are used to communicate written messages to persons outside an organization. Memorandums are informal messages sent to a persons within an organization. Memorandums can be sent via hard copy(printed on paper)or electronically (via computer and modem or network connection) Business letters are printed on letterhead stationery,which includes the company name,address,telephonenumber, address,and logo. Format is different : – memos are short and relatively precise. letters are long – memo are more direct than letters. – memos are informal, letters are formal memos are inside the organization, from people to people or from department to department but Letters are outside the organization.

ELEMENTS / CHARACTERISTICS  Memo format consists of introductory lines, closing lines, and optional lines for references and attachments.  Three writing strategies can help you express your ideas clearly, effectively, and concisely : (a) use shorter, more varied sentences; (b) use brief paragraphs, headings, list, and emphasis devices; and (c) use tone, vigorous verbs, and concise wording.  Most memos contain opening sentences or paragraphs, the middle or body, and closing sentences or paragraphs.  Opening paragraphs establish the purpose of your memo. Shorter, more varied sentences can capture the reader’s attention.  Sentences should range from 17 to 20 words. Follow these guidelines when writing:  Include only one to two ideas in each sentence.  Watch for connecting and linking words to split or combine sentences.  Vary sentence construction.  The body of the memo develops the main points of your message.  Memo format consists of introductory lines, closing lines, and optional lines for references and attachments.  Three writing strategies can help you express your ideas clearly, effectively, and concisely : (a) use shorter, more varied sentences; (b) use brief paragraphs, headings, list, and emphasis devices; and (c) use tone, vigorous verbs, and concise wording.  Most memos contain opening sentences or paragraphs, the middle or body, and closing sentences or paragraphs.  Opening paragraphs establish the purpose of your memo. Shorter, more varied sentences can capture the reader’s attention.  Sentences should range from 17 to 20 words. Follow these guidelines when writing:  Include only one to two ideas in each sentence.  Watch for connecting and linking words to split or combine sentences.  Vary sentence construction.  The body of the memo develops the main points of your message.

 Paragraphs develop each point in your memo.  Headings highlight your topics and lead the reader quickly through your message.  Bulleted, numbered, or lettered lists make your memo more inviting to read and draw attention to your main points.  Capitalization, underscoring, and punctuation (dashes, parentheses, and colons) also highlight information and create white space within paragraphs. However, they should be used selectively.  The closing sentence or paragraph lets your reader know what response you want.  Tone refers to the emotional content of your memos, the level of formality or informality you adopt, and your attitude toward your topic.  Use action verbs, not state-of-being verbs, and use the active voice, not the passive voice.  Paragraphs develop each point in your memo.  Headings highlight your topics and lead the reader quickly through your message.  Bulleted, numbered, or lettered lists make your memo more inviting to read and draw attention to your main points.  Capitalization, underscoring, and punctuation (dashes, parentheses, and colons) also highlight information and create white space within paragraphs. However, they should be used selectively.  The closing sentence or paragraph lets your reader know what response you want.  Tone refers to the emotional content of your memos, the level of formality or informality you adopt, and your attitude toward your topic.  Use action verbs, not state-of-being verbs, and use the active voice, not the passive voice.

SAMPLE (Any organization) To: Sales Staff From: Michelle Perringer, Manager of Sales Date: March 6, 19 – Subject: QUARTERLY SALES FIGURES I’ve just seen the sales figures for the first quarter, and I’m happy to announce we’re ahead of last year’s figure by 20 percent! This great performance reflects the dedication and hard work of the entire sales staff. Let’s see if we can continue the good work and beat last year’s record for the remaining three quarters. MP: wrt

REFERENCES (L.Sue Baugh, (1995). How to write First – Class Memos. United States of America.)