1. Memo Writing ISP 499z Jennifer Powers February 10, 2003

2. What is a memo? “Memos solve problems” –Inform reader of new information (i.e., policy changes, etc) –Persuade reader to take action (i.e., attend meeting, etc) In-house business letter

3. Memo versus Letter Reader –Communicating within your organization –Except if several levels above your or formal situation (i.e., Human Resources) Signature/Closing Wordiness –Memos make it easier for reader to get right at the info –Letters tend to be more dense

4. Format Header –TO: (readers’ names and job titles) –FROM: (your name and job title) –DATE: (complete and current date) –SUBJECT: (what the memo is about) Be formal with names and titles Be concise with subject line

5. Format, con’t Purpose of memo –Context and problem –Background info

6. Format, con’t Details –Analysis of problem –Divide problem

7. Format, con’t Recommendations –Your solutions –Future problems –Strongest --> weakest –Use lists when possible

8. Format, con’t Closing remark –Courteous ending –Consider how action will benefit the reader –No signature –“I look forward to hearing from you…” etc

9. Format, con’t Attachments –As necessary –Include list of attachments in header or bottom of memo

10. Styles notes Headings –Helps reader skim Numbered and bulleted lists –Makes information readily accessible Formatting (bold, italics, etc) –Helps important information stand out Paragraphs –Keep them short and to the point

11. Keep in mind Keep it short Sentence structure Grammar Spelling Strong, active verbs Appropriate vocabulary Conciseness

12. Memo assignment TrustE watermark or privacy protection tools You determine the nature of your business and why or why not TrustE/privacy protection tools are necessary/not necessary Due March 10 5 points 1-2 page(s) Follow guidelines

13. References http://www.suite101.com/article.cfm/5381/34825 http://owl.english.purdue.edu/handouts/print/pw/p_memo.html http://ibi.cbe.wsu.edu/Tansuhaj/ibus380/memo.htm