![\""Sun](\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/4022\/2019\/08\/09162715\/SunStateUlogo-300x159.png\")
\r\n\r\n![\"Opening](\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/4022\/2019\/08\/09162711\/opening-lines-300x148.png\")
TO:\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0Online Course Supervisors\r\n\r\nFROM:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Marion Jeffries, Associate Dean\r\n\r\nSUBJECT:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Course Analytics\r\n\r\nDATE:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 April 10, 20XX\r\n\r\nI will be scheduling meetings with each of you in the next month, to review the analytics for the online courses under your supervision.\r\n\r\n![\"1st](\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/4022\/2019\/08\/09162704\/1st-paragraph-300x134.png\")
To prepare for this meeting, please:\r\n- \r\n \t
- Review the data for your courses<\/li>\r\n \t
- Identify and list potential student trouble spots in courses, based on student performance data<\/li>\r\n \t
- Compare outcomes among sections and identify potential issues<\/li>\r\n \t
- List and prioritize the most important updates and revisions to be scheduled for upcoming semesters<\/li>\r\n<\/ul>\r\nPlease consult my Outlook calendar from April 11 \u2013 May 11, 20XX, to schedule an hour-long appointment with me, which you can do via a meeting invitation.\u00a0 Thank you.
![\"Last](\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/4022\/2019\/08\/09162708\/last-paragraph-300x138.png\")
\r\n\r\n<\/div>\r\nHeader Block<\/h3>\r\nThe header block\u00a0appears at the top left side of your memo, directly underneath the company's logo, if you're using letterhead.\u00a0 If you're not using letterhead, you may want to use the word MEMO in capitalized letters at the top, either centered or at the left-hand margin.\u00a0 The header block contains detailed information on the recipient, sender, and purpose.\u00a0 It always includes the following lines:\r\n\r\nTO:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 use the recipient's full name (depending on the context, also add the recipient's position or title)\r\nFROM:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 include your full name (and position or title, again depending on the context)\r\nDATE:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 write out the date (e.g., September 12, 20XX)\r\nSUBJECT:\u00a0 include a brief, specific phrase that concisely describes the main content of the memo\r\nCC:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 optional line if needed (depending on the context)\r\n\r\nNote the layout of the header block information, with all lines starting on the left-hand margin, capital letters for the headings, and all information after the colons aligned. Some formats double space the lines of the header block, and some single space the lines. Be sure to comply with your organization's or group's format.\r\n
Body<\/h3>\r\nThe length of a memo can range from a few short sentences to a multi-page report that includes figures, tables, and appendices.\u00a0 Whatever the length, there is a straightforward organizational principal you should follow.\u00a0 Organize the content of your memo so that it answers the following questions for the reader:\r\n
- \r\n \t
- Opening:\u00a0<\/strong>\u00a0Do I have to read this?\u00a0 Why do I have to read this?<\/li>\r\n \t
- Details:\u00a0<\/strong>\u00a0What do I need to know?<\/li>\r\n \t
- Closing:\u00a0<\/strong>\u00a0What am I expected to do now?<\/li>\r\n<\/ol>\r\nMemos are generally very direct and concise.\u00a0 There is no need to start with general introductions before getting to your point. Your readers are colleagues within the same organization, and are likely familiar with the context in which you are writing.\u00a0 The opening sentences of the memo\u2019s message should make it clear to the reader whether they have to read this entire memo and why (if the memo is informing me about an elevator that\u2019s out of service in a building I never enter, then I don\u2019t really have to read any further).\r\n\r\nThe middle section of the message should give all of the information needed to adequately inform the readers and fulfill the purpose of the memo. Start with the most general information, and then add the more specific facts and details. Make sure there is enough detail to support your purpose, but don\u2019t overwhelm your readers with unnecessary details or information that is already well known to them. Note that if the middle section of the memo body is relatively lengthy (over 3-4 paragraphs), you may want to use headings or break up the information in other ways so that the format supports ease of reading and understanding, as headings will help busy readers who are skimming the document to focus on main ideas and information.\r\n\r\nThe final part of the message indicates what, if any, action is required or requested of the readers.\u00a0 If you are asking your readers to do something, be as courteous as possible, and try to indicate how this action will also benefit them.\r\n\r\nHere's another sample memo:[1]\r\n<\/sup>\r\n
\r\nMEMO<\/strong><\/div>\r\n<\/div>\r\nTO:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All Employees<\/div>\r\nFROM:\u00a0\u00a0\u00a0\u00a0\u00a0 Larry Ogawa, IT Manager, The Widget Research Company<\/div>\r\nDATE:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 June 15, 20XX<\/div>\r\nSUBJECT: New photocopier installations - July 7<\/div>\r\n \r\n\r\nOn July 7, new photocopiers will be installed in the copy room on each floor.\u00a0 The installation will take place from 8:30 - 11:30 a.m.\u00a0 During this time, printing, scanning, and photocopying will not be available.\r\n\r\nThe old photocopiers will be disconnected from the network on the morning of July 7.\u00a0 Technicians will be on site to simultaneously install the new machines on each floor to minimize printing downtime.\r\n\r\nThe new photocopiers have all of the same functionality as the ones they will be replacing but will be faster and quieter. Training sessions will be organized so all employees can learn how to use the new machines. More details about these training sessions will be shared at the end of this month.\r\n\r\nPlease direct any questions or concerns to me.\u00a0 Thank you.\r\n\r\n<\/div>\r\nThe samples on this page are memos whose purpose is to inform.\u00a0 Remember that memos can also persuade and analyze information in addition to informing.\u00a0Examples of different types of memos can be viewed in the following attachments.\r\n- \r\n \t
- Projected Analysis Timeline Memo<\/a><\/li>\r\n \t
- Progress Memo<\/a><\/li>\r\n \t
- Periodic Memo<\/a><\/li>\r\n<\/ul>\r\n
Email or Printed Memo?<\/h2>\r\nThe information about memos on this page sounds a lot like the information on the page about emails. Like memos, emails use a header block (which is automated), get to the point of the communication directly and succinctly, and then close with a suggested action or acknowledgement.\u00a0 So why learn about printed memos?\r\n\r\n
![\"\"](\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/4022\/2019\/02\/15222207\/29-300x169.jpg\")
\r\n\r\nAccording to Ryan Ayers, writing online for HPPY, The HR & Employment Engagement Community, \"one of the main reasons memos still have a place in the office is because they get attention. They\u2019re formal, professional, and support more formatting styles. For messages that need to have a lasting impact, a physical memo cuts through the email noise and gets attention. It doesn\u2019t get lost in a cluttered inbox (though it can get lost in a cluttered desk). Memos are also a good option for a news board, since they can be pinned up for everyone to see.\"[2]<\/sup>\r\n\r\nAs a member of an organization or group, you'll need to determine the best medium for your communication.\u00a0 Memos are useful for messages that are relatively important or formal, a bit lengthier than a standard email, and\/or information that your audience may need to print and keep in hard copy.\u00a0 Know that you can always attach a memo to a brief email, if that makes sense given your communication purpose, audience, and context.\r\nSummary<\/h2>\r\nThe following video reviews the characteristics of a well-written memo and offers information about how to write one.\r\n\r\nhttps:\/\/www.youtube.com\/watch?v=n5Zyn9y_MDs\r\n\r\n[1]<\/sup> Adapted from Sample memo, Melissa Ashman, 2018,\u00a0CC-BY-NC 4.0 international license<\/a>\r\n\r\n[2]<\/sup>\u00a0Ryan Ayers, Are Memos Relevant Anymore?, HPPY website, https:\/\/gethppy.com\/internalcommunication\/memos-relevant-anymore<\/a>","rendered":"
![\"\"](\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images\/wp-content\/uploads\/sites\/4022\/2019\/02\/18185322\/postit-1726554_1920-1-300x229.jpg\")
<\/p>\nMemos, a shortened word for memorandum\/memoranda (referring to “remembering”), are one of the most useful and versatile document forms used in professional settings.\u00a0 Memos are \u201cin house\u201d documents sent within an organization to provide or request information, outline policies, present short reports, and propose ideas.\u00a0 They may be used to update a team on activities for a given project, or to inform a specific group within a company of an event, action, or observance. While they are often used to inform, they can also be persuasive documents.\u00a0 Memos are often written from a one-to-many perspective (like mass communication), broadcasting a message to an audience, rather than a one-to-one, interpersonal communication.\u00a0A company or institution may have its own style or template that is used for memos.<\/p>\n
Memo Format<\/h2>\n
Here’s an example of a standard memo format:<\/p>\n
\n<\/p>\nTO:\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0Online Course Supervisors<\/p>\nFROM:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Marion Jeffries, Associate Dean<\/p>\n
SUBJECT:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Course Analytics<\/p>\n
DATE:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 April 10, 20XX<\/p>\n
I will be scheduling meetings with each of you in the next month, to review the analytics for the online courses under your supervision.<\/p>\n
To prepare for this meeting, please:<\/p>\n- \n
- Review the data for your courses<\/li>\n
- Identify and list potential student trouble spots in courses, based on student performance data<\/li>\n
- Compare outcomes among sections and identify potential issues<\/li>\n
- List and prioritize the most important updates and revisions to be scheduled for upcoming semesters<\/li>\n<\/ul>\n
Please consult my Outlook calendar from April 11 \u2013 May 11, 20XX, to schedule an hour-long appointment with me, which you can do via a meeting invitation.\u00a0 Thank you.
<\/p>\n<\/div>\nHeader Block<\/h3>\n
The header block\u00a0appears at the top left side of your memo, directly underneath the company’s logo, if you’re using letterhead.\u00a0 If you’re not using letterhead, you may want to use the word MEMO in capitalized letters at the top, either centered or at the left-hand margin.\u00a0 The header block contains detailed information on the recipient, sender, and purpose.\u00a0 It always includes the following lines:<\/p>\n
TO:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 use the recipient’s full name (depending on the context, also add the recipient’s position or title)
\nFROM:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 include your full name (and position or title, again depending on the context)
\nDATE:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 write out the date (e.g., September 12, 20XX)
\nSUBJECT:\u00a0 include a brief, specific phrase that concisely describes the main content of the memo
\nCC:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 optional line if needed (depending on the context)<\/p>\nNote the layout of the header block information, with all lines starting on the left-hand margin, capital letters for the headings, and all information after the colons aligned. Some formats double space the lines of the header block, and some single space the lines. Be sure to comply with your organization’s or group’s format.<\/p>\n
Body<\/h3>\n
The length of a memo can range from a few short sentences to a multi-page report that includes figures, tables, and appendices.\u00a0 Whatever the length, there is a straightforward organizational principal you should follow.\u00a0 Organize the content of your memo so that it answers the following questions for the reader:<\/p>\n
- \n
- Opening:\u00a0<\/strong>\u00a0Do I have to read this?\u00a0 Why do I have to read this?<\/li>\n
- Details:\u00a0<\/strong>\u00a0What do I need to know?<\/li>\n
- Closing:\u00a0<\/strong>\u00a0What am I expected to do now?<\/li>\n<\/ol>\n
Memos are generally very direct and concise.\u00a0 There is no need to start with general introductions before getting to your point. Your readers are colleagues within the same organization, and are likely familiar with the context in which you are writing.\u00a0 The opening sentences of the memo\u2019s message should make it clear to the reader whether they have to read this entire memo and why (if the memo is informing me about an elevator that\u2019s out of service in a building I never enter, then I don\u2019t really have to read any further).<\/p>\n
The middle section of the message should give all of the information needed to adequately inform the readers and fulfill the purpose of the memo. Start with the most general information, and then add the more specific facts and details. Make sure there is enough detail to support your purpose, but don\u2019t overwhelm your readers with unnecessary details or information that is already well known to them. Note that if the middle section of the memo body is relatively lengthy (over 3-4 paragraphs), you may want to use headings or break up the information in other ways so that the format supports ease of reading and understanding, as headings will help busy readers who are skimming the document to focus on main ideas and information.<\/p>\n
The final part of the message indicates what, if any, action is required or requested of the readers.\u00a0 If you are asking your readers to do something, be as courteous as possible, and try to indicate how this action will also benefit them.<\/p>\n
Here’s another sample memo:[1]
\n<\/sup><\/p>\n\nMEMO<\/strong><\/div>\n<\/div>\nTO:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 All Employees<\/div>\nFROM:\u00a0\u00a0\u00a0\u00a0\u00a0 Larry Ogawa, IT Manager, The Widget Research Company<\/div>\nDATE:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 June 15, 20XX<\/div>\nSUBJECT: New photocopier installations – July 7<\/div>\n<\/p>\n
On July 7, new photocopiers will be installed in the copy room on each floor.\u00a0 The installation will take place from 8:30 – 11:30 a.m.\u00a0 During this time, printing, scanning, and photocopying will not be available.<\/p>\n
The old photocopiers will be disconnected from the network on the morning of July 7.\u00a0 Technicians will be on site to simultaneously install the new machines on each floor to minimize printing downtime.<\/p>\n
The new photocopiers have all of the same functionality as the ones they will be replacing but will be faster and quieter. Training sessions will be organized so all employees can learn how to use the new machines. More details about these training sessions will be shared at the end of this month.<\/p>\n
Please direct any questions or concerns to me.\u00a0 Thank you.<\/p>\n<\/div>\n
The samples on this page are memos whose purpose is to inform.\u00a0 Remember that memos can also persuade and analyze information in addition to informing.\u00a0Examples of different types of memos can be viewed in the following attachments.<\/p>\n
- \n
- Projected Analysis Timeline Memo<\/a><\/li>\n
- Progress Memo<\/a><\/li>\n
- Periodic Memo<\/a><\/li>\n<\/ul>\n
Email or Printed Memo?<\/h2>\n
The information about memos on this page sounds a lot like the information on the page about emails. Like memos, emails use a header block (which is automated), get to the point of the communication directly and succinctly, and then close with a suggested action or acknowledgement.\u00a0 So why learn about printed memos?<\/p>\n
<\/p>\nAccording to Ryan Ayers, writing online for HPPY, The HR & Employment Engagement Community, “one of the main reasons memos still have a place in the office is because they get attention. They\u2019re formal, professional, and support more formatting styles. For messages that need to have a lasting impact, a physical memo cuts through the email noise and gets attention. It doesn\u2019t get lost in a cluttered inbox (though it can get lost in a cluttered desk). Memos are also a good option for a news board, since they can be pinned up for everyone to see.”[2]<\/sup><\/p>\n
As a member of an organization or group, you’ll need to determine the best medium for your communication.\u00a0 Memos are useful for messages that are relatively important or formal, a bit lengthier than a standard email, and\/or information that your audience may need to print and keep in hard copy.\u00a0 Know that you can always attach a memo to a brief email, if that makes sense given your communication purpose, audience, and context.<\/p>\n
Summary<\/h2>\n
The following video reviews the characteristics of a well-written memo and offers information about how to write one.<\/p>\n
- Progress Memo<\/a><\/li>\n
- Details:\u00a0<\/strong>\u00a0What do I need to know?<\/li>\n
- Opening:\u00a0<\/strong>\u00a0Do I have to read this?\u00a0 Why do I have to read this?<\/li>\n
- Progress Memo<\/a><\/li>\r\n \t
- Details:\u00a0<\/strong>\u00a0What do I need to know?<\/li>\r\n \t
- Opening:\u00a0<\/strong>\u00a0Do I have to read this?\u00a0 Why do I have to read this?<\/li>\r\n \t