Memo Writing

Memo writing
Introduction:
Memo writing is something of an art form. A letter is not a memo, nor is memo a letter. A
memo is a short, to the point communication that conveying your thoughts, reactions or
opinion on something. As with all writing, memo writing needs a structure. Because they
are short, interlocking lines will soon destroy the memo’s effectiveness and become a
waste of time to both reader and writer. If you have something longer than a page, it’s
better to send it as an attachment.
Etymology of Memo:
The word memorandum is derived from the Middle English word memorandus meaning
to be remembered.
Definition:
“ Memo is a type of communication correspondence commonly used in business, sent to

colleagues and co-workers used to present a report.”
Explanation:
A memo is a document typically used for communication within a company. Memos can
be as formal as a business letter and used to present a report.However, the heading and
overall tone make a memo different from a business letter. Because you generally send
memos to co-workers and colleagues, you do not have to include a formal greeting or
closing remark.
Memo writing skills:
As memo is a short document and need a structure, memo-writing skills are as follow:
Audience Analysis:
Before writing memo you must have to analyze your audience. The typical audience for a
memo is your co-workers and colleagues, members of your department, upper
management, employees at another company location, working on the project, or other
departments within your company etc.
This is why knowing your audience is very important when writing a memo. For
example, if your audience is generally familiar with you professionally it is not necessary
to provide a detailed background about your purpose. If they are new to the project,
provide detailed background information so that they understand the situation and can
provide constructive feedback if desired. When writing a memo, consider the audience's
knowledge of the topic and previous experience, and draft your memo to take care of
those needs.
General Format:
When you write a memo, you will follow a general format. Your instructor or company
may have specific requirements that you must use. Formate of memo is as follow:
 Message: Message of memo should be relevent to reader. The first sentence of

the memo should answer that question with a purpose statement. The best purpose
statements are concise and direct. Your memo's message should also provide a
context for readers. In other words, always tell your readers why you are writing.
Also, you should always include your contact information at the bottom of your
message.
 Tone: Since you typically send memos to those working within your company,
you can use a more informal tone. You need to be professional.
 Length: Memos are generally short, concise documents. However, you write
longer memos, depending on your topic.
Structure of Memo:
As memo are short and consice so they need a proper structure which is as follow:
 Heading Segment:
A memo's heading provides information about who will receive the memo, which is
sending the memo, the date, and the memo's subject. This information may be bolded or
highlighted in some way.
 Opening Segment:
Memo should occur in the opening sentences and paragraphs. It includes some
information about the context, a task statement and perhaps a purpose statement.
 Summary Segment:
This segment provides a brief statement of the key recommendations you have reached.
These will help your reader understand the key points of the memo immediately. This
segment may also include references to methods and sources you have used in your
research.
 Discussion Segments:
The discussion segments are the longest portions of the memo, and are the parts in which
you include all the details that support your ideas.
 Closing Segment:
After the reader has absorbed all of your information, you want to close with a courteous
ending that states what action you want your reader to take. Make sure you consider how
the reader will benefit from the desired actions and how you can make those actions
easier.
 Necessary Attachments:
Make sure you document your findings or provide detailed information whenever
necessary. You can do this by attaching lists, graphs, tables, etc. at the end of your memo.
Be sure to refer to your attachments in your memo and add a notation about what is
attached below your closing.
Conclusion:
A business memo helps members of an organization communicate without the need for
time-consuming meetings. It is an efficient and effective way to convey information
within an organization. This should be short and concise so it has specific structure and
format.

Memo Writing

Uploaded by

Copyright:

Available Formats

Memo Writing

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Memo Writing

Uploaded by

Copyright:

Available Formats

What are the main components of a memo?

What should be included in the opening segment of a memo?

Memo writing

“ Memo is a type of communication correspondence commonly used in business, sent to

Memo writing skills:

 Message: Message of memo should be relevent to reader. The first sentence of

You might also like