About
Memos and e-mails are brief and efficient ways of communicating internally and externally. Targeted e-mails and memos should be concise and sent with discretion. Although e-mail is a very convenient and quick way to conduct business communication, it is important to treat each e-mail you send as a professional document.
Writing Tips: Memos
When well-written and properly handled, memos are integral to internal communications and help keep members of the organization up-to-date on policies, contracts, and projects. In each organization, there are unique protocols and ‘norms’ for composing and distributing memos.
Whether set in stone or in unspoken rules, the way the organization is structured and how it works will affect how memos and e-mail should be handled. Observe how people interact and communicate, and keep an eye on the memos you receive from others.
Do people dress and act casually and friendly at work? Does everyone, including vice presidents, for instance, act as casually and friendly?
Memos are often casual forms of communication.
- Among ‘equal’ coworkers, they can be casual and conversational.
- In some workplaces, all memoranda can be casual.
- In other workplaces, ‘higher-ups’ will expect all communication directed toward them to be more formal and respectful.
Are there strict routines and procedures to follow?
- Routines and standard operating procedures (SOPs) are usually in place for a reason.
- They help a company track its operations and keep things moving smoothly.
- Similar procedures may apply to communications. Check whether there are certain methods of filing communications and who within the organization should be copied on communications.
Is there a strong hierarchy in the organization, or does everyone seem to interact as equals?
- In a strongly hierarchical organization, you may be expected to ‘know your place’ and not communicate directly with superiors above the level of your manager. For instance, sending a memo to a VP without your manager’s approval may be seen as presumptuous.
- In a more egalitarian organization, you may be expected to support certain team or departmental roles.
Elements of Memos
Memo structure generally can be broken down into four parts:
Heading
In a memo sent as an e-mail, your heading will be generated automatically. A written or printed memo should include these elements as well. Check whether there is a memo form which you should use.
- To: Name all of the recipients of the memo. You can group recipients if necessary; for instance, stating simply company-wide or Accounting.
- From: Specify that the memo originates from you. List your position and department if the recipient might not know who you are. This is very important for accountability of information within the company.
- Date: State the date that you are issuing the memo in a standard format. You do not need to include the day of the week.
- Subject: Provide a brief, descriptive statement of the memo or e-mail’s subject. (see below)
Your subject line provides a busy reader with a way to quickly identify the purpose of your e-mail:
- Summarize the central idea of the message in a brief statement of subject.
- Be precise and choose your words carefully.
- For easy filing and future reference, make sure the topic of your memo or e-mail is clear in the subject line.
- Use exclamation points or all caps in the subject line if, and only if, the message is urgent or very important.
Opening
State the topic of the memo—the problem, solution, policy, procedure, progress, etc. that you are reporting on—immediately.
- State the purpose of the memo—what you hope to accomplish in it.
- Be straightforward and direct.
- Explain necessary background on the topic, briefly.
- Make sure the beginning of your memo reflects your subject line. If it doesn’t, evaluate which better expresses the purpose of your memo and revise the other.
- Overwhelming e-mail and memo traffic can negatively affect productivity. Your memo will be more effective if your readers know your purpose right away.
Discussion
Provide details and relevant information, such as what it is, who or what it affects, when it will be relevant, and why it is important.
- Be specific. Give concrete dates, locations, estimates, and figures.
- Try to consolidate all related thoughts into a single memo or e-mail message.
- Make sure you have provided enough detail that your message will be properly understood and can be acted upon.
Closing
Include deadlines or concluding thoughts—any final notes or information important to your readers.
- Explicitly define the next steps or actions that should be taken and who will take them.
- Be specific if you have a set deadline or request. Indicate whether your recommendations are negotiable, for revision, or for immediate action.
- Indicate your availability or offer your assistance, if applicable.
See a Model: Memos
Memorandum (Incorrect example)
To: William Jobs, T. Sarook, Franky (Item 1)
CC: Product Development, Product Marketing, Analytics (Item 2)
Sales were really bad last year and we need to step things up in development. (Item 6) The analysis that I just got from the analytics dept (Item 7) says that our major problem is “stagnant products” (see sue for the report) (Item 8), which means that we are not making new stuff enough. (Item 9) Plus, other companys products are way cooler than ours. I just got a iWidge widget (seriously just to test!!) and it rocks. (Item 10) The pres is NOT happy about this. (Item 11) This year we all really want to make an impact so we’re going to have to get going on it soon.
Get together and talk about this. You guys know what to do. Lemme know if you need anything. (Item 12)
What’s wrong with this memo?
Item 1. Write out the full names of recipients, even if you know them well, for future reference.
Item 2. This memo will be distributed in certain departments that will be affected by its contents. Make sure you have the privilege of sending a ‘broadcast’ message department-wide before doing so.
Item 3. Write out your full name for your readers’ reference and for easier filing and future reference.
Item 4. Write the date in a standard format. This abbreviation may be acceptable, but the full month name is preferable in formal correspondence. You can select an alternative date method which is numbers-based.
Item 5. Include a descriptive subject line that will let your readers know the topic of your memo immediately. Make sure your subject line accurately reflects the content of your memo. This subject line does neither.
Item 6. This sentence is too casual and contains spelling, punctuation, and capitalization mistakes though it does indicate the topic of the memo. More description is needed; for instance, what does “step things up” mean? Statements should be specific and precise. Other grammar and mechanics errors are present throughout this model. Spelling and grammar checks should be conducted on all documents prior to sending them.
Item 7. Avoid abbreviations. Write out full words.
Item 8. Provide more information. Sue who? Where can she be found? Include full names and departments for clarity even if you assume everyone knows who you are talking about.
Item 9. This boiled-down explanation lacks detail. It should include more specific detail from the report’s findings that will then be related to production and, as the subject line indicates, sales.
Item 10. These statements are not relevant to the topic of this memo – the Analytics Department’s report on sales. It may seem relevant because it is about the competition, but it does not say anything that will help the recipients act on the memo. Such irrelevant comments can be removed.
Item 11. Avoid slang. This reference to the pres is disrespectful and inappropriate.
Item 12. These instructions are not specific or informative enough. What are the readers expected to talk about? When should they get together? What results should come out of their meeting? Maybe they don’t know what to do. The report seems to indicate that they don’t.
Item 13. This signature lacks a closing, such as Thank you, or Sincerely. The author should also include her professional signature with her full name, job title, and contact information.
,
Memorandum (Correct example)
To: William Jobs, Tomas Sarook, Frank Wells (Item 1)
CC: Product Development, Product Marketing, Analytics (Item 2)
From: Marcia Jones, Product Manager (Item 3)
Date: January 10, 2007
Subject: 2007: Better Products, More Sales (Item 4)
This memo summarizes a recent sales and consumer analysis by Analytics showing poor sales last year. It also outlines this year’s initiative to improve our sales through new product development. (Item 5) With this information, we hope to initiate stronger processes in product development that will yield more product issues and higher sales figures in 2007. (Item 6)
Product Development issued only one new consumer product last year, compared to an average of three new products by our major competitors. Meanwhile, sales were slow, lagging 40 percent behind the previous year’s figures. (Item 7) Analytics has determined through consumer research that the primary cause of this drop is “stagnant products in an otherwise innovating market.” (Item 8) (Full report is available from Sue Adamczyk in the Analytics department.) (Item 9) As a result of these findings, management has determined that better innovation and production in 2007 should begin to recover lost sales. Improved interdepartmental communications will be the first step in this process. (Item 10)
Management plans to initiate better communication flow between Marketing, Analytics and Development to better target consumer needs in our production plans. As a result of this ongoing exchange, development is expected to reflect consumer research findings in their production plan for this year. (Item 11) All three department should be communicating regularly and meeting at least once weekly to align goals and initiatives. (Item 12) From these communications and meetings, Development is expected to formulate a feasible production plan for at least 2 research-driven concepts within the month. (Item 13)
The immediate objectives of this ‘Better Products’ initiative are: (Item 14)
- To set up an ongoing communications plan for Product Development, Marketing and Analytics
- To better leverage research findings to enhance marketability
- To create a production system that will respond to and reflect consumer research, thereby enhancing our products’ hold in the market
Project managers from all three departments will meet within the next week to plan and enact this new communications flow. Dajuan Paz in Marketing has offered to set up this meeting such that everyone can attend. (Item 15) Look for a meeting request from him later today. Remember, all managers are expected to attend. (Item 16)
Any questions or comments regarding this initiative can be directed to me at mjones@widgetop.com. (Item 17)
Thanks,
Marcia
Marcia Jones
Product Manager
Widgetop Widgets
Mjones@widgetop.com (Item 18)
Confidential: for internal discussion only. This memo and any attachments constitute private information. If you have received this message and are not a member of the Widgetop Widgets team, please destroy this memo and its contents. Kindly reply to me with notice of your receipt in error of this memo. Thank you for your cooperation. (Item 19)
Features of the correct example
Item 1. The recipients’ full names are written out.
Item 2. These departments will receive copies of the memo. Because the memo does not directly pertain to them or require them to take action, they are simply copied so that they are notified of its contents. The CC field also can specify additional recipients who are not directly related to the message.
Item 3. State your name and job title for clarity if you think some recipients may not know who you are. It’s also wise to include this information for future reference, in case your memo is passed on to others who are not familiar with you.
Item 4. This subject line succinctly states the main point of the memo.
Item 5. These two sentences sum up the purpose of the memo clearly and directly. Readers know immediately why it is important.
Item 6. The memo’s overall point is stated in this one sentence, a kind of ’thesis statement’ or mission statement for the memo.
Item 7. This paragraph provides background information for the 2007 initiative. It provides precise detail through numbers and statistics.
Item 8. The main finding of the report which resulted in this memo is cited. It is an important piece of background information for understanding the ”Better Products, More Sales” theme.
Item 9. Complete information on how to access the full report is provided. The contact’s full name and department are stated for clarity.
Item 10. How the report fits into the memo’s message is explained. It is important to note here where this new initiative originates and what is expected to happen next.
Item 11. The plan is outlined, providing specific goals, requirements, and results.
Item 12. Who is affected and when is explicitly stated.
Item 13. Expected results are defined with a timetable for their accomplishment.
Item 14. This statement is highlighted by the boldface font. It introduces the list of objectives, which are laid out in bulleted list format to focus attention on each point.
Item 15. This last paragraph provides specific detail on what will happen and when.
Item 16. Important information is reiterated at the end of the memo.
Item 17. Although the author’s contact information is provided in her signature, she includes it here for her readers’ reference. Plus, she specifies that she prefers related contact through e-mail without explicitly saying so.
Item 18. Because this memo is internal and addressed to people the author knows well, a more casual closing and the author’s first name only are an acceptable signature. She attaches an e-signature as well, which provides her full information.
Item 19. This security disclaimer protects the content of the memo and notifies anyone who receives it of its confidentiality. Most organizations and companies have a standard security disclaimer that they require on professional correspondence.
Revision Checklist: Memos
Focus/Purpose
Does your subject line clearly indicate the subject matter of your memo?
- Write a descriptive subject line so your readers will know upfront why you are writing.
- Be brief and precise: what is the point and purpose of your memo in five words or less? Be accurate. Make sure your introduction, discussion, and conclusions/recommendations relate to your subject line.
Is your memo focused on one central point that is well developed and evaluated?
- Include information that is immediately relevant to your topic.
- Avoid references to the distant past or future except where it applies to current events. Stick to information that is necessary for your readers to understand and act upon your message.
Development/Elaboration
Introduction
Does your introduction provide your topic, purpose, and necessary background information?
- Explain your purpose for writing the memo upfront: what do you want to communicate or achieve?
- Provide a succinct definition of your topic early in your introduction. Include background information that readers might need to understand the content or importance of your memo. Be as brief and direct as possible.
Body
Do you provide important details, such as the ‘5Ws’, in the body/discussion section of your memo?
- Cover relevant details, providing enough information that the reader can respond or take action.Be as specific as possible. Cite locations, times, counts, and other relevant, available tangibles.
- Answer the ‘5Ws’:
- What is the main point of your memo?
- Who does it affect or pertain to?
- Why is it important?
- When will it be effective/important, or when does it call for response or action?
- How should the reader act or react to its message?
Conclusion
Does your conclusion sum up your major points and communicate recommendations or expectations of what is to happen next?
- Summarize the major points, especially action points, that you have brought up in your discussion.
- Form specific conclusions or recommendations based on the information provided in the memo.
- Make clear what you expect to happen next: should readers evaluate, consider, or act upon your conclusions? If there are tangible followup actions, specify exactly when, where, and how they should take place.
- Stick to information that is necessary for your readers to understand and act upon your message.
- Make sure your conclusions or recommendations are supported by the information you have provided.
Organization
Have you organized your information into brief, well-formed paragraphs?
- Group information (or sentences) by subtopic, relevancy, or importance.
- Use a logic that works for your topic and purpose when organizing information.
- Form paragraphs around groups of related information (or sentences). Start each paragraph with a topic sentence that states the subtopic of the paragraph and its significance.
- Order ideas within the paragraph logically, by chronology, importance, etc.
- End each paragraph with a sentence that sums up the effect or implication of the information provided.
Style
Do you use an appropriate language and tone for your receiving audience?
- Consider who is receiving your memo and the level of formality in your workplace: should you use a formal style, or can you be more conversational?
- Consider the subject matter of your memo: is it a serious matter or a casual update?
- Always correct your spelling and grammar, regardless of who will receive your memo.
- Avoid text shorthand, abbreviations, slang, and unnecessary jargon.
- If you are writing to a non-specialist audience, explain terminology through lay definitions, examples, and analogies.
Format and Protocol
Have you formatted your memo properly, including all necessary fields and information?
- Use a standard memo heading or a template provided by your organization.
- Make sure you have included all necessary parties in your To: and CC: (carbon copy) lists.
- State the date in a standard format. Do not include day of the week.
- Include a descriptive, concise subject line.
Have you followed proper procedures and protocol in the distribution and filing of your memo or e-mail?
- Make sure you have sent copies to necessary people.
- Include required security information or disclaimers.
- Specify the privacy level of your memo if necessary.
- File a copy of the memo for your reference.