Writing Memo Tips (Stephen Wickens)

When beginning to write a memo, there are three main idea’s you must stay focused on in order for the memo to read and work easily.

Audience and Purpose:

• It is very important to understand who you are writing to and what the main purpose of the memo is going to be.
• Bring attention to the problem, or provide a solution to the problem at hand
• Most effective when they connect the purpose of the writer with the interests and needs of the reader
• Only send the memo to who it concerns, most effective when sent to a small or moderate amount of people to communicate company objectives

Parts of a Memo:

• Heading Segment
  - Make sure you address the reader by his or her full name and job description. In the subject line be very specific and concise.
• Opening Segment
  - The opening segment is very important, it includes the purpose of the memo, the context, the problem, and the specific assignment or tasks. Give the reader a brief overview of what the memo will be about. Remember! You want to be brief and to the point.
• Discussion Segment
  - The discussion portion is the longest part of the memo and this is where you include the details of the subject at hand. You want to begin this part with you most important information, and you want to use strong points and evidence to persuade the reader to use your recommended actions.
• Closing Segment
  - Once the reader has gone through all of your information you’ve presented, you want to end the memo with an ending that states what action you want them to take.

Format:

• Should follow the general guidelines of business writing
• 1-2 pages in length, single spaced and left justified
• No indentations for paragraphs, skip a line in between sentences
• Should be concise and easy to read
• Use headings and lists to help readers locate certain information

If you would like to view an example of a memo, click on the link below:
http://owl.english.purdue.edu/owl/resource/590/04/