{"id":1519,"date":"2015-03-06T21:43:51","date_gmt":"2015-03-06T21:43:51","guid":{"rendered":"https:\/\/courses.candelalearning.com\/technicalwriting1xmaster\/?post_type=chapter&#038;p=1519"},"modified":"2015-03-16T20:26:08","modified_gmt":"2015-03-16T20:26:08","slug":"memos","status":"publish","type":"chapter","link":"https:\/\/courses.lumenlearning.com\/suny-professionalcommunication\/chapter\/memos\/","title":{"raw":"Memos: Writing Commons","rendered":"Memos: Writing Commons"},"content":{"raw":"<h2>Memos*<\/h2>\r\n\"Memos\" was written by Lee Ann Hodges, Tri-County Community College\r\n<h3><\/h3>\r\n<h3>Memos<\/h3>\r\n<h4>Functions and Audience<\/h4>\r\nShort for \u201cmemorandum,\u201d a memo is a type of document used to communicate with others in the same organization.\u00a0 Memos (or memoranda) are typically used for fairly short messages of one page or less, but informal reports of several pages may also employ memo format.\r\n<h4>Format<\/h4>\r\n<a href=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images-archive-read-only\/wp-content\/uploads\/sites\/297\/2015\/03\/20165559\/Compliance_Framework.pdf.jpg\"><img class=\"alignleft  wp-image-1891\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images-archive-read-only\/wp-content\/uploads\/sites\/297\/2015\/03\/20165559\/Compliance_Framework.pdf-212x300.jpg\" alt=\"Compliance Framework Memo\" width=\"387\" height=\"548\" \/><\/a>Memos are distinguished by a header that includes DATE, TO, FROM, and SUBJECT lines.\u00a0 Other lines, such as CC or BCC, may be added as needed.\u00a0 An RE (\u201cReference\u201d) line may be used instead of SUBJECT, but this use is becoming rarer as \u201cRE\u201d is often mistaken as \u201cReply\u201d because of its use in email.\r\n<ul>\r\n\t<li>DATE:\u00a0 List the date on which the memo is distributed.<\/li>\r\n\t<li>TO:\u00a0 List the names of the recipients of the memo.\u00a0 If there are several recipients, it\u2019s acceptable to use a group name, such as \u201cAll Employees\u201d or \u201cPersonnel Committee Members.\u201d<\/li>\r\n\t<li>FROM:\u00a0 List the name and job title of the writer(s).<\/li>\r\n\t<li>SUBJECT:\u00a0 Think of the SUBJECT line as the title for the memo.\u00a0 Make it specific so that readers can immediately identify the topic.<\/li>\r\n<\/ul>\r\nThese headings may be double- or single-spaced, and the SUBJECT line is often in all capital letters.\u00a0 Furthermore, the order of the items can vary.\u00a0 Many organizations have their own style preferences on these issues.\u00a0 If not, the order listed above, double-spaced, is the most common.\r\n\r\nThe text of memos typically uses block format, with single-spaced lines, an extra space between paragraphs, and no indentions for new paragraphs.\u00a0 However, if a report using memo format stretches to a few pages in length, double spacing may be used to improve its readability.\r\n<h4>Organization<\/h4>\r\nProfessional communication forms are organized according to one of two strategies:\u00a0 Direct and indirect.\r\n<ul>\r\n\t<li>The <em>direct<\/em> organization strategy presents the purpose of the document in the first paragraph (sometimes the first sentence) and provides supporting details in the body.<\/li>\r\n\t<li>The<em> indirect<\/em> organization strategy opens with relevant, attention-getting details that do not directly state the purpose of the document.\u00a0 The purpose is revealed in the body of the message, usually sandwiched between supporting details.<\/li>\r\n<\/ul>\r\nThe direct approach is used for good news or routine communication; the indirect approach is used for persuasive, sales, or bad news messages.\r\n\r\nA directly stated purpose is welcome in good news or routine messages but could be viewed as abrupt or insensitive in a bad news or persuasive message.\u00a0 When the audience is not receptive to the message, it is best to lead up to the purpose gradually.\r\n\r\nIn both types of organization, action information (such as deadlines or contact information) or a courteous closing statement is placed in the last paragraph.\r\n\r\n&nbsp;\r\n<table border=\"1\">\r\n<tbody>\r\n<tr>\r\n<td rowspan=\"2\"><strong>Organization Strategy<\/strong><\/td>\r\n<td rowspan=\"2\"><strong>Definition<\/strong><\/td>\r\n<td rowspan=\"2\"><strong>Type of Document<\/strong><\/td>\r\n<td colspan=\"3\"><strong>Content<\/strong><\/td>\r\n<\/tr>\r\n<tr>\r\n<td><em><strong>Introduction<\/strong><\/em><\/td>\r\n<td><em><strong>Body<\/strong><\/em><\/td>\r\n<td><em><strong>Conclusion<\/strong><\/em><\/td>\r\n<\/tr>\r\n<tr>\r\n<td><strong>Direct<\/strong><\/td>\r\n<td>Writer arrives at purpose quickly, sometimes in the first sentence.<\/td>\r\n<td>Used for good news or routine communication (audience is receptive or neutral)<\/td>\r\n<td>Purpose<\/td>\r\n<td>Details<\/td>\r\n<td>Action information or courteous close<\/td>\r\n<\/tr>\r\n<tr>\r\n<td><strong>Indirect<\/strong><\/td>\r\n<td>Writer gradually builds up to the purpose, which is stated in the body.<\/td>\r\n<td>Used for negative, persuasive, or sales messages (audience is not receptive)<\/td>\r\n<td>Relevant, attention-getting statements<\/td>\r\n<td>Purpose statement is sandwiched by details.<\/td>\r\n<td>Action information or courteous close<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<h4>Sample Direct Memo<\/h4>\r\n&nbsp;\r\n\r\n<img src=\"http:\/\/writingcommons.org\/images\/Sample_Direct_Memo_.jpg\" alt=\"Sample Direct_Memo_\" width=\"680\" height=\"662\" \/>\r\n<h4>Sample Indirect Memo<\/h4>\r\n<img src=\"http:\/\/writingcommons.org\/images\/Sample_Indirect_Memo.jpg\" alt=\"Sample Indirect_Memo\" width=\"680\" height=\"642\" \/>\r\n<h4>Style and Tone<\/h4>\r\nWhile memo reports and policy memos are examples of documents that have a more formal tone, most memos will have a conversational style\u2014slightly informal but still professional. \u00a0The audience of memos are those with whom the writer works, so the writing style usually assumes a relationship with them (and therefore a certain lack of formality); just keep in mind that the relationship is a professional one, so the writing should reflect that. \u00a0Furthermore, as with all workplace documents, the audience may contain a variety of readers, and the style and tone should be appropriate for all of their technical and authority levels.\r\n<table border=\"1\">\r\n<tbody>\r\n<tr>\r\n<td><strong>Too Informal<\/strong><\/td>\r\n<td><strong>Too Formal, Stuffy-Sounding, Wordy<\/strong><\/td>\r\n<td><strong>Appropriate Balance<\/strong><\/td>\r\n<\/tr>\r\n<tr>\r\n<td>Hi, everyone.\u00a0 Hope you had a great weekend.\u00a0 You know those awards we give out every so often?\u00a0 It\u2019s time for those again!<\/td>\r\n<td>Variety Craft Supplies\u2019 mission is to provide customers with affordable, quality supplies with superb customer service.\u00a0 Excellent customer service includes being knowledgeable about the supplies, but it also goes beyond that.\u00a0 It\u2019s about having the right attitude about helping customers.\u00a0 It\u2019s time to reward employees who have a customer-oriented outlook.<\/td>\r\n<td>\r\n<table>\r\n<tbody>\r\n<tr>\r\n<td>\r\n<div>\r\n\r\nDirect and concise opening states the purpose of the memo.\r\n\r\n<\/div><\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\nPlease submit your nominations for the quarterly Customer Service Excellence Award by April 8.\u00a0 Help us identify great employees!\r\n\r\n&nbsp;<\/td>\r\n<\/tr>\r\n<\/tbody>\r\n<\/table>\r\n<h4>Common Memo Writing Situations<\/h4>\r\nMemos are used in a variety of workplace communication situations, from documentation of procedures and policies to simple announcements.\u00a0 Below are some common types of memos:\r\n<ul>\r\n\t<li>Policies (changes and new)<\/li>\r\n\t<li>Instructions<\/li>\r\n\t<li>Procedures<\/li>\r\n\t<li>Announcements<\/li>\r\n\t<li>Trip reports<\/li>\r\n<\/ul>\r\n<h4>Distribution Medium<\/h4>\r\nMemos may be distributed manually through print medium in organizations in which not all employees have access to email.\u00a0 Organizations with access to email may distribute memos as attachments to email.\r\n\r\nIn organizations in which email reaches every employee (or every employee in the memo\u2019s audience), writers must determine whether to send a memo or an email message to convey their information.\u00a0 In cases such as this, writers should consider three factors:\u00a0 the nature of the message, the depth\/number of its details, and its likelihood of being printed for easier reference.\u00a0 These types of messages should be written up in memo format and attached to an email message for fast (and environmentally friendly) distribution:\r\n<ul>\r\n\t<li>Messages that have an official aura, such as new policies or revisions of policies.<\/li>\r\n\t<li>Messages containing much detail (such as instructions on how to calibrate a complicated piece of machinery).<\/li>\r\n\t<li>Messages requiring reference away from a computer (necessitating a print copy).\u00a0 Print copies of emails generally use a small type that is difficult to read.<\/li>\r\n<\/ul>\r\n*Some articles are used across multiple genres and disciplines.","rendered":"<h2>Memos*<\/h2>\n<p>&#8220;Memos&#8221; was written by Lee Ann Hodges, Tri-County Community College<\/p>\n<h3><\/h3>\n<h3>Memos<\/h3>\n<h4>Functions and Audience<\/h4>\n<p>Short for \u201cmemorandum,\u201d a memo is a type of document used to communicate with others in the same organization.\u00a0 Memos (or memoranda) are typically used for fairly short messages of one page or less, but informal reports of several pages may also employ memo format.<\/p>\n<h4>Format<\/h4>\n<p><a href=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images-archive-read-only\/wp-content\/uploads\/sites\/297\/2015\/03\/20165559\/Compliance_Framework.pdf.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"alignleft  wp-image-1891\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/courses-images-archive-read-only\/wp-content\/uploads\/sites\/297\/2015\/03\/20165559\/Compliance_Framework.pdf-212x300.jpg\" alt=\"Compliance Framework Memo\" width=\"387\" height=\"548\" \/><\/a>Memos are distinguished by a header that includes DATE, TO, FROM, and SUBJECT lines.\u00a0 Other lines, such as CC or BCC, may be added as needed.\u00a0 An RE (\u201cReference\u201d) line may be used instead of SUBJECT, but this use is becoming rarer as \u201cRE\u201d is often mistaken as \u201cReply\u201d because of its use in email.<\/p>\n<ul>\n<li>DATE:\u00a0 List the date on which the memo is distributed.<\/li>\n<li>TO:\u00a0 List the names of the recipients of the memo.\u00a0 If there are several recipients, it\u2019s acceptable to use a group name, such as \u201cAll Employees\u201d or \u201cPersonnel Committee Members.\u201d<\/li>\n<li>FROM:\u00a0 List the name and job title of the writer(s).<\/li>\n<li>SUBJECT:\u00a0 Think of the SUBJECT line as the title for the memo.\u00a0 Make it specific so that readers can immediately identify the topic.<\/li>\n<\/ul>\n<p>These headings may be double- or single-spaced, and the SUBJECT line is often in all capital letters.\u00a0 Furthermore, the order of the items can vary.\u00a0 Many organizations have their own style preferences on these issues.\u00a0 If not, the order listed above, double-spaced, is the most common.<\/p>\n<p>The text of memos typically uses block format, with single-spaced lines, an extra space between paragraphs, and no indentions for new paragraphs.\u00a0 However, if a report using memo format stretches to a few pages in length, double spacing may be used to improve its readability.<\/p>\n<h4>Organization<\/h4>\n<p>Professional communication forms are organized according to one of two strategies:\u00a0 Direct and indirect.<\/p>\n<ul>\n<li>The <em>direct<\/em> organization strategy presents the purpose of the document in the first paragraph (sometimes the first sentence) and provides supporting details in the body.<\/li>\n<li>The<em> indirect<\/em> organization strategy opens with relevant, attention-getting details that do not directly state the purpose of the document.\u00a0 The purpose is revealed in the body of the message, usually sandwiched between supporting details.<\/li>\n<\/ul>\n<p>The direct approach is used for good news or routine communication; the indirect approach is used for persuasive, sales, or bad news messages.<\/p>\n<p>A directly stated purpose is welcome in good news or routine messages but could be viewed as abrupt or insensitive in a bad news or persuasive message.\u00a0 When the audience is not receptive to the message, it is best to lead up to the purpose gradually.<\/p>\n<p>In both types of organization, action information (such as deadlines or contact information) or a courteous closing statement is placed in the last paragraph.<\/p>\n<p>&nbsp;<\/p>\n<table>\n<tbody>\n<tr>\n<td rowspan=\"2\"><strong>Organization Strategy<\/strong><\/td>\n<td rowspan=\"2\"><strong>Definition<\/strong><\/td>\n<td rowspan=\"2\"><strong>Type of Document<\/strong><\/td>\n<td colspan=\"3\"><strong>Content<\/strong><\/td>\n<\/tr>\n<tr>\n<td><em><strong>Introduction<\/strong><\/em><\/td>\n<td><em><strong>Body<\/strong><\/em><\/td>\n<td><em><strong>Conclusion<\/strong><\/em><\/td>\n<\/tr>\n<tr>\n<td><strong>Direct<\/strong><\/td>\n<td>Writer arrives at purpose quickly, sometimes in the first sentence.<\/td>\n<td>Used for good news or routine communication (audience is receptive or neutral)<\/td>\n<td>Purpose<\/td>\n<td>Details<\/td>\n<td>Action information or courteous close<\/td>\n<\/tr>\n<tr>\n<td><strong>Indirect<\/strong><\/td>\n<td>Writer gradually builds up to the purpose, which is stated in the body.<\/td>\n<td>Used for negative, persuasive, or sales messages (audience is not receptive)<\/td>\n<td>Relevant, attention-getting statements<\/td>\n<td>Purpose statement is sandwiched by details.<\/td>\n<td>Action information or courteous close<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h4>Sample Direct Memo<\/h4>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" src=\"http:\/\/writingcommons.org\/images\/Sample_Direct_Memo_.jpg\" alt=\"Sample Direct_Memo_\" width=\"680\" height=\"662\" \/><\/p>\n<h4>Sample Indirect Memo<\/h4>\n<p><img loading=\"lazy\" decoding=\"async\" src=\"http:\/\/writingcommons.org\/images\/Sample_Indirect_Memo.jpg\" alt=\"Sample Indirect_Memo\" width=\"680\" height=\"642\" \/><\/p>\n<h4>Style and Tone<\/h4>\n<p>While memo reports and policy memos are examples of documents that have a more formal tone, most memos will have a conversational style\u2014slightly informal but still professional. \u00a0The audience of memos are those with whom the writer works, so the writing style usually assumes a relationship with them (and therefore a certain lack of formality); just keep in mind that the relationship is a professional one, so the writing should reflect that. \u00a0Furthermore, as with all workplace documents, the audience may contain a variety of readers, and the style and tone should be appropriate for all of their technical and authority levels.<\/p>\n<table>\n<tbody>\n<tr>\n<td><strong>Too Informal<\/strong><\/td>\n<td><strong>Too Formal, Stuffy-Sounding, Wordy<\/strong><\/td>\n<td><strong>Appropriate Balance<\/strong><\/td>\n<\/tr>\n<tr>\n<td>Hi, everyone.\u00a0 Hope you had a great weekend.\u00a0 You know those awards we give out every so often?\u00a0 It\u2019s time for those again!<\/td>\n<td>Variety Craft Supplies\u2019 mission is to provide customers with affordable, quality supplies with superb customer service.\u00a0 Excellent customer service includes being knowledgeable about the supplies, but it also goes beyond that.\u00a0 It\u2019s about having the right attitude about helping customers.\u00a0 It\u2019s time to reward employees who have a customer-oriented outlook.<\/td>\n<td>\n<table>\n<tbody>\n<tr>\n<td>\n<div>\n<p>Direct and concise opening states the purpose of the memo.<\/p>\n<\/div>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>Please submit your nominations for the quarterly Customer Service Excellence Award by April 8.\u00a0 Help us identify great employees!<\/p>\n<p>&nbsp;<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h4>Common Memo Writing Situations<\/h4>\n<p>Memos are used in a variety of workplace communication situations, from documentation of procedures and policies to simple announcements.\u00a0 Below are some common types of memos:<\/p>\n<ul>\n<li>Policies (changes and new)<\/li>\n<li>Instructions<\/li>\n<li>Procedures<\/li>\n<li>Announcements<\/li>\n<li>Trip reports<\/li>\n<\/ul>\n<h4>Distribution Medium<\/h4>\n<p>Memos may be distributed manually through print medium in organizations in which not all employees have access to email.\u00a0 Organizations with access to email may distribute memos as attachments to email.<\/p>\n<p>In organizations in which email reaches every employee (or every employee in the memo\u2019s audience), writers must determine whether to send a memo or an email message to convey their information.\u00a0 In cases such as this, writers should consider three factors:\u00a0 the nature of the message, the depth\/number of its details, and its likelihood of being printed for easier reference.\u00a0 These types of messages should be written up in memo format and attached to an email message for fast (and environmentally friendly) distribution:<\/p>\n<ul>\n<li>Messages that have an official aura, such as new policies or revisions of policies.<\/li>\n<li>Messages containing much detail (such as instructions on how to calibrate a complicated piece of machinery).<\/li>\n<li>Messages requiring reference away from a computer (necessitating a print copy).\u00a0 Print copies of emails generally use a small type that is difficult to read.<\/li>\n<\/ul>\n<p>*Some articles are used across multiple genres and disciplines.<\/p>\n\n\t\t\t <section class=\"citations-section\" role=\"contentinfo\">\n\t\t\t <h3>Candela Citations<\/h3>\n\t\t\t\t\t <div>\n\t\t\t\t\t\t <div id=\"citation-list-1519\">\n\t\t\t\t\t\t\t <div class=\"licensing\"><div class=\"license-attribution-dropdown-subheading\">CC licensed content, Shared previously<\/div><ul class=\"citation-list\"><li>Memos. <strong>Authored by<\/strong>: Lee Ann Hodges. <strong>Provided by<\/strong>: Tri-County Community College. <strong>Located at<\/strong>: <a target=\"_blank\" href=\"http:\/\/writingcommons.org\/open-text\/genres\/professional-business-and-technical-writing\/memos\">http:\/\/writingcommons.org\/open-text\/genres\/professional-business-and-technical-writing\/memos<\/a>. <strong>Project<\/strong>: Writing Commons. <strong>License<\/strong>: <em><a target=\"_blank\" rel=\"license\" href=\"https:\/\/creativecommons.org\/licenses\/by-nc-nd\/4.0\/\">CC BY-NC-ND: Attribution-NonCommercial-NoDerivatives <\/a><\/em><\/li><li>Image of Memo. <strong>Authored by<\/strong>: Dushy Visvanathan. <strong>Located at<\/strong>: <a target=\"_blank\" href=\"http:\/\/commons.wikimedia.org\/wiki\/File:Compliance_Framework.pdf\">http:\/\/commons.wikimedia.org\/wiki\/File:Compliance_Framework.pdf<\/a>. <strong>License<\/strong>: <em><a target=\"_blank\" rel=\"license\" href=\"https:\/\/creativecommons.org\/licenses\/by-sa\/4.0\/\">CC BY-SA: Attribution-ShareAlike<\/a><\/em><\/li><\/ul><\/div>\n\t\t\t\t\t\t <\/div>\n\t\t\t\t\t <\/div>\n\t\t\t <\/section>","protected":false},"author":277,"menu_order":3,"template":"","meta":{"_candela_citation":"[{\"type\":\"cc\",\"description\":\"Memos\",\"author\":\"Lee Ann Hodges\",\"organization\":\"Tri-County Community College\",\"url\":\"http:\/\/writingcommons.org\/open-text\/genres\/professional-business-and-technical-writing\/memos\",\"project\":\"Writing Commons\",\"license\":\"cc-by-nc-nd\",\"license_terms\":\"\"},{\"type\":\"cc\",\"description\":\"Image of Memo\",\"author\":\"Dushy Visvanathan\",\"organization\":\"\",\"url\":\"http:\/\/commons.wikimedia.org\/wiki\/File:Compliance_Framework.pdf\",\"project\":\"\",\"license\":\"cc-by-sa\",\"license_terms\":\"\"}]","CANDELA_OUTCOMES_GUID":"","pb_show_title":"on","pb_short_title":"","pb_subtitle":"","pb_authors":[],"pb_section_license":""},"chapter-type":[],"contributor":[],"license":[],"class_list":["post-1519","chapter","type-chapter","status-publish","hentry"],"part":1297,"_links":{"self":[{"href":"https:\/\/courses.lumenlearning.com\/suny-professionalcommunication\/wp-json\/pressbooks\/v2\/chapters\/1519","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/courses.lumenlearning.com\/suny-professionalcommunication\/wp-json\/pressbooks\/v2\/chapters"}],"about":[{"href":"https:\/\/courses.lumenlearning.com\/suny-professionalcommunication\/wp-json\/wp\/v2\/types\/chapter"}],"author":[{"embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/suny-professionalcommunication\/wp-json\/wp\/v2\/users\/277"}],"version-history":[{"count":4,"href":"https:\/\/courses.lumenlearning.com\/suny-professionalcommunication\/wp-json\/pressbooks\/v2\/chapters\/1519\/revisions"}],"predecessor-version":[{"id":1893,"href":"https:\/\/courses.lumenlearning.com\/suny-professionalcommunication\/wp-json\/pressbooks\/v2\/chapters\/1519\/revisions\/1893"}],"part":[{"href":"https:\/\/courses.lumenlearning.com\/suny-professionalcommunication\/wp-json\/pressbooks\/v2\/parts\/1297"}],"metadata":[{"href":"https:\/\/courses.lumenlearning.com\/suny-professionalcommunication\/wp-json\/pressbooks\/v2\/chapters\/1519\/metadata\/"}],"wp:attachment":[{"href":"https:\/\/courses.lumenlearning.com\/suny-professionalcommunication\/wp-json\/wp\/v2\/media?parent=1519"}],"wp:term":[{"taxonomy":"chapter-type","embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/suny-professionalcommunication\/wp-json\/pressbooks\/v2\/chapter-type?post=1519"},{"taxonomy":"contributor","embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/suny-professionalcommunication\/wp-json\/wp\/v2\/contributor?post=1519"},{"taxonomy":"license","embeddable":true,"href":"https:\/\/courses.lumenlearning.com\/suny-professionalcommunication\/wp-json\/wp\/v2\/license?post=1519"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}