Memo Writing

Structuring Your Memo

As with all writing, memo writing need a structure. Because they are short, rambling meanderings will soon destroy the memo’s effectiveness and become a waste of productive time to those that read it and to he or she who wrote it.

Memo structure can be defined by a series of topics and two or three supporting points such as:

Memo writing

A. Keep it short and to the point

B. Keep it structured

Or you can use a list of numbered points:

Memo writing

1. Keep it short and to the point
2. Keep it structured

The important thing to keep in mind is that memos are short communications. If you have something longer than a page, it’s better to send it as an attachment or a document that follows the memo used as a cover letter. Never make a memo too long. If someone takes a glance at a memo that appears to be wayyyy long, there’s a good chance it will be set aside for a time when they aren’t busy. This can defeat your memo’s purpose which is timely communication.

Memo Writing Format

On paper, center the title of your memo using all caps. In an E-mail letter, your title will be in the heading. Keep Email memo titles short and paper headings more detailed. Remember to use a title that is intriguing or is something in response to a question you received, or a point you want to make. One page is the rule. Half a page is better. Two or three short sentences are best. Never go beyond this. I once had a 5-page memo delivered to me. Worse, it was all one sentence.

Address memos to department heads and copies to their subordinates listed alphabetically.

To: Beth Simmons

From: Roger Ramjet

Copies

Ralph Peterson

Cindy Smith

Mark Walberg

This tells Beth that she is expected to respond or do something while the others are getting FYI copies that require no action on their part. Make sure you include your contact information in the memo so Beth knows how to get back to you.

Be Careful When Using Humor And Anger

It’s said that humor is the other side of anger's coin. Either one can quickly offend the reader. Humor is often misinterpreted and frequently perceived as insulting. In today’s politically correct climate, care must be used. You may think you’re a great humorist, and you may be, in person. On paper, you may fall flat.

So too with anger. Resist your impulse to let fly in the heat of the moment. Your memo will become a permanent record that may come back to haunt you. Give yourself some time to cool off before writing the memo.

Edit Before You Send Your Memo

Editing is a critical step in any type of writing. Take a look at the Writing and Editing article for tips on editing your memo writing.

End With A Call To Action

Jerry, call me as soon as you have read the attached report.

We need to implement the new product marketing plan sooner than discussed at our last meeting, because ABC company now has a similar one set to launch in July. Call me right away.

An unexpected opening occurred in IT this morning because XX quit. We need to move quickly and select a new candidate. Get back to me ASAP with a list of potentials.

I’ll be attending the trade show this weekend and need your ideas by Thursday afternoon. If you can’t, send me an Email so I can review them on my notebook PC during my flight.