Memo

• 1. Memos &How to Write Them ENG 112 Prof. Holly Johnson
• 2. The word “memo” is short for memorandumA memo is: a short written communication that isoften used in the workplace to provide information orask for some form of action to take place.
• 3. In its simplest form, a memo can look like a post-it,an email, or a secretary’s note saying that someonecalled and needs to be called back.
• 4. You may, however, be asked to write longer and morecomplex memos in the workplace, so it’s important toknow how they should look and what to put in them.
• 5. Key Points: As with all technical documents, you must firstconsider your audience. A memo generally goes to many people in aworkplace; like any office document it should not readlike a personal correspondence. The purpose of a memo is to get a desired result, sothe most important element of a memo is clarity.
• 6. Parts of a Memo:1. Heading: DATE: (complete and current date) TO: (readers names and job titles) FROM: (your name and job title) SUBJECT: (what the memo is about)2. Opening - state purpose of memo, give the facts.3. Summary - Explain the situation in more detail if needed.4. Discussion - Any other info you need to present? Now’s your chance.5. Closing - Make a courteous closing statement. Do NOT use “sincerely” or other letter-like ending.6. Necessary attachments - include any as needed
• 7. Sample Memo Date: March 18th, 2007 Heading To: Liberal Arts Division Faculty From: Maintenance Dept. Re: New Bookshelves _________________ As many of you know, the current office Opening bookshelves do not accommodate text books of a standard height. To correct this problem, all faculty offices will be furnished with new shelves on March 23rd, 2007 between 9:00am and 4:00pm. Summary We apologize for any noise or disruption this installation will cause. Faculty may schedule office hours in alternate locations as needed. Discussion Call Mike Dill at ext. 3397 if you have questions. Conclusion Thank you for your compliance.
• 8. Sample Memo 2 Heading Date: March 18th, 2007 To: Amnesty International Members From: Amnesty International Re: Human Rights Day - April 13th _________________ Opening April 13th is human rights day. Com help us support the liberation of oppressed people everywhere. An all -day event! Join your local Amnesty chapter to raise awareness on college campuses nation-wide. Summary Pass out flyers on ways ordinary citizens can help. Write letters to elected officials . Spend time with friends. Share food and fun for a good cause. No one is free when a single innocent soul is Conclusion caged.
• 9. Reminders: Be specific and precise Start by stating exactly what it is you want Keep memos short (under one page) Use a business-like tone Use bulleted lists when needed if it helps make theinformation you’re presenting clearer Stick to the