Memos

Learning Objectives

Identify characteristics of a memo

Memorandums, or memos, are quite similar to email messages. Memos, like emails, also contain a “To” and “From,” a meaningful subject line, and states the reason for the communication immediately in the message. Memos also require strong organization in the body of the message for readability, and a call for action at the end. However, memos differ due to stricter formatting conventions and do not require a closing phrase nor a signature.

Here are two examples of traditional interoffice memos:

To: Jason Harris

From: Olivia Alvarez

Date: March 1, 20XX

Subject: Employee Appreciation Spotlight

Jason,

Our yearly employee appreciation dinner will be held on Friday, June 10. Due to your excellent performance in the last year—especially your work in the Northwest Region!—we would like to feature you as one of our spotlight employees. As a part of this spotlight, we would love to give everyone a chance to get to know you better. If you are interested, please write a short (250 words or less) paragraph about yourself. If you’re not sure where to start, here are a few question prompts:

  • What is your favorite hobby?
  • What is your greatest personal achievement (outside of work)?
  • What is your favorite thing to eat?

Please let us know if you’re interested by March 15, and if you are, please submit your paragraph by March 30.

Looking forward to seeing you there!
Olivia

To: All Employees
From: Alyssa Johnson, Human Resources Director, Hammer Construction
Date: 22 April 2021
Subject: Social Media in the Workplace

Nowadays, social media is a prevalent part of our lives. Many of us use it to correspond with friends, family, and businesses. However, it has recently become a major issue in our company. Our executive leadership team has decided that to improve communication with our customers and increase productivity, employees will not be permitted to use social media on company equipment or time.

A recent software audit showed that the average employee was logged into either Facebook, Instagram, Twitter, or LinkedIn an average of 4 hours a day. While we realize that this does not mean the employee was actively scrolling, this number is clearly detrimental to our shared company mission. In order to foster a more productive work environment, we are adding firewalls to our network that will not allow these sites to be accessed on work computers during work hours. You may still use them on your personal devices on breaks and lunch hours. If you feel like you need one or more of these platforms to perform your job, please email me at ajohnson@hammerconstruction.org and we can discuss further.

Anyone who is found to be bypassing the firewalls or not complying will be subject to the following discipline:

  • First offense: written warning to be filed with HR
  • Second offense: dock in pay based on offense
  • Third offense: immediate dismissal from their job

While we understand that social media is a large platform for most, there is a time and place, and we cannot allow this many missed work hours to continue. Please understand that we are focused on the best interest of the company, and blocking social media sites is necessary to improve productivity. Thank you for understanding, and please send all questions or concerns to my office.

Write an Internal Memo

Similar to an email, you should pay attention to the following points when composing a memo:

  • Audience
  • Purpose
  • Style
  • Heading
    • Date
    • Subject Line
    • CC
  • Body
  • Format
  • Closing

Audience

Not everyone needs to read every memo—and most people don’t want to sort through unnecessary mail—so you should be considerate when deciding who to send your memo to. When deciding how formal or informal your tone should be, consider whether your recipients are supervisors, peers, subordinates, or some combination of those groups. And remember, your readers are busy. They don’t have time to waste on long-winded, confusing, or disorganized information. That means your memo must be organized, informative, and succinct.

Purpose

The purpose of a memo could be to announce a change in policy, an upcoming event, or a personnel action. They may solicit more information or request that someone take action. They may be written to persuade someone to support an initiative or change a policy. They can also be used to thank or praise someone.

Style

The writing style seen in a memo is succinct and professional. You do not want to be pretentious or too formal if you are talking to your colleagues. Ostentatious language, jargon, or complicated syntax will make you sound stuffy and pompous. Instead, write short sentences in the active voice to maintain a cordial, straightforward, and conversational style. Generally, your tone should be neutral or positive, but there are cases where memos are used for complaints or reprimands. In these situations, use caution. You never know who will ultimately read the memo, so be aware of the effect of your words.

Heading

The heading should include:

  • Date: Write the full name of the month (January 3, 2016) or its standard abbreviation (Jan. 3, 2016).
  • Subject: Make the subject line concise and accurate, since that often determines where or how the memo will be filed and even if it will be read. (In some instances, this line will say “RE:” which is short for “Regarding”).
  • CC: List names of other people who will receive copies of your memo. The “cc” line can be placed in the heading, next to the heading, or at the bottom of the document. The term “cc” is short for “carbon copy,” a holdover from the days when memos were written on a typewriter. Some writers now use a single “c” for “copy.” This line is optional; it won’t be found on every memo.

Body Paragraphs

The opening paragraph states your purpose for writing so that readers can quickly grasp the memo’s content and significance to them. Focus your reader’s attention on main ideas, not details and digressions. Be plain, direct, and brief and remember that most memos are less than a page.

Format

Decide on a pattern of organization that best suits your purpose. The two most common for memos are deduction and induction. A deductive style of writing a memo presents ideas in decreasing order of importance and assumes the reader is acquainted with the topic. Most memos use this pattern. To write in a deductive manner, place supporting facts in subsequent sentences for readers who are unfamiliar with the subject. Background information should be presented last. A memo written in an inductive fashion presents ideas in increasing order of importance. If you must give bad news or if your reader may not understand the main idea without prior preparation, use this form. Lead up to the most important idea and then present that idea at the end of the memo.

If your memo is more than two or three paragraphs, you may want to add body headings for your body paragraphs. Use headings that capture the section’s key topic and set them in bold.

Closing

Finish with a courteous and clear call for action. Tell your reader precisely what results you expect to follow from reading your memo. It may be helpful to include deadlines. Close the memo with an invitation to give feedback or request further information.

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