4.2 Memos
A memo (short for memorandum) is a type of document typically used to communicate with others in the same organization. Memos (or memoranda) are generally used for fairly short messages of a page or less, but informal reports of several pages may also employ the memo format. While the majority of workplaces use email rather than printed memos for most communication, it is still important for technical writers to know how to properly format and use printed memos.
Memo Heading
Memos, like emails, begin with a header block that includes the following elements:
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- HEADING: MEMO or MEMORANDUM should be bold, capitalized, and centered at the top of the page.
- The following content lines are left-justified after the heading:
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- TO: List the names of the recipients of the memo. If there are several recipients, it’s acceptable to use a group name, such as “All Faculty” or “Hiring Committee Members.”
- FROM: List the writer’s name(s) (sometimes the job title is also included).
- DATE: List the date the memo is distributed.
- SUBJECT (RE): Include a subject that functions like a title—specificity is helpful here so that readers can immediately identify the memo’s purpose.
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The following is an example of a standard memo heading using the formatting elements discussed above:
Memo heading example:
MEMORANDUM
To: Recipient’s (or recipients’) name(s) here
From: Your name
Date: Date the memo is distributed
RE: Brief description of the memo’s subject matter, such as: “New client intake procedures”
Memo content would begin here using a standard block letter format with single-spaced text, left-justified paragraphs, and a space between each paragraph. *NOTE: Business letters, memos, and most other workplace documents do not use indented paragraphs.
Memo Content
Organize the content of your memo so that it answers the following questions for the reader:
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- Opening: Do I have to read this? Why do I have to read this?
- Details: What do I need to know?
- Closing: What am I expected to do now?
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Memos are generally direct and concise. There is no need to start with general introductions before getting to your point. Your readers are usually colleagues within the same organization, and are likely familiar with the context in which you are writing. The subject line and opening sentences of the memo’s message should make it clear to the reader whether they have to read the entire memo and why (if, for example, the memo is informing readers about a parking lot that’s closed on campus that I never use, then I don’t really have to read any further).
The middle section of the message should give all of the information and details 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’t overwhelm your readers with unnecessary details or information that is already well known to them.
The final part of the message is the action, indicating what, if any, action is required or requested of your readers. If you are asking your readers to do something, be as courteous as possible, and, if applicable, try to indicate how this action will benefit them.
Five Tips for Writing Effective Memos
Audience Orientation
Always consider your audience and their needs when preparing a memo. An acronym or abbreviation that is known to management may not be known by all the employees of the organization, and if the memo is to be posted and distributed within the organization, the goal is clear and concise communication at all levels with no ambiguity.
Professional, Formal Tone
Memos are often announcements, and the person sending the memo speaks for a part or all of the organization. While it may contain a request for feedback, the announcement itself is linear, from the organization to the employees. The memo may have legal standing as it often reflects policies or procedures, and may reference an existing or new policy in the employee manual, for example.
Subject/Purpose Emphasis
The subject is normally declared in the subject line and should be clear and concise. If the memo is announcing the observance of a holiday, for example, the specific holiday should be named in the subject line—for example, use “Thanksgiving weekend schedule” rather than “holiday observance.”
Direct Format
Some written business communication allows for a choice between direct and indirect formats, but memorandums are always direct. The purpose should be clearly stated at the start of the message.
For more guidance on memo writing, check out Joyce Bower’s “Memos and Emails” video:
Here is a sample of a student’s memorandum for a technical report—pay special attention to its layout and how the writer uses helpful subheadings to assist the reader in navigating the document and its information.
Review the lessons on email and memos and use your knowledge to answer the following true or false questions:
Additional Resources
- Purdue OWL page on Memos
- “Memorandums and Letters” – chapter from Business Communication for Success
- “Writing the Basic Memo” – video from UpWrite Press
CHAPTER ATTRIBUTION
"7.1 Correspondence." Technical Writing Essentials. [License: CC BY-SA 4.0] "Memos and Emails." Open Technical Writing. [License: CC BY 4.0]
