Memorandum Writing

 

Memorandum Writing

By: Anjali Tiwari

 Introduction

Memo is a business-oriented format that works best for interoffice or inter-colleague communication. Memos are often used to deliver or request information, introduce a new policy, provide updates on staff transfers, or for any other internal matters, and are more informal in tone and organization than letters.

Elements of an Effective Memo

• captures the reader's attention 

• gives information, makes a recommendation, or requests action 

• supports your position or explains the benefits to the reader 

• mentions next steps and dates

Always follow the four-step writing process while writing a memo: prepare what you want to say, compose a draught, rewrite the draught, and edit

 Types of Memos

There are four types of memos you might have to write, each with its own organizational format: information, problem-solving, persuasion, and internal memo proposal.

 1) Information Memo

• used to convey or request information or assistance 

• first paragraph states the primary idea 

• second paragraph elaborates on the facts

 • third paragraph explains the desired action

 2) Problem-solving Memo

• first paragraph identifies the problem 

• second paragraph examines the problem 

• third paragraph makes a recommendation 

• while providing a recommendation, include not only the positive details but also the negative details and diffuse them yourself 

3) Persuasion Memo

• used to persuade the reader to do something he or she doesn't have to do 

• first paragraph starts with an agreeable point 

• second paragraph introduces the idea 

• third paragraph states the reader's benefits 

• fourth paragraph outlines the required action 

• fifth paragraph ends with a call to action

 4) Internal Memo Proposal

• used to communicate ideas to upper management

• the first paragraph explains why you're writing; 

• the second paragraph details the current scenario and the writer's idea; 

• the third paragraph explains the benefit(s); and 

• the fourth paragraph mentions and diffuses the drawback (s)

• A call to action concludes the fifth paragraph.

 Memo Parts

More informal in appearance and tone than a letter, a memo is set up in a special format. Headings, lists, tables or graphs are often used to make the information more readable. All memos consist of two sections: the heading and the body. The heading indicates who is writing to whom, when, and why. The heading should include the following parts:

 1. To

· lists the names of everyone who will receive the memo

· includes the first and last name and titles or departments of the recipients for formal memos, memos to superiors, or if everyone on the list does not know each other

 2. From

· lists the name of the writer(s) in the same way as the name(s) of the recipient(s)

· there is no complimentary close or signature line, but authors initial their names on the From: line

 3. Date

· lists the month, date, and year the memo was written

 4. Re: or Subject

· indicates the main subject of the letter 

5. Cc or c

· lists those readers who should have a copy of the memo for their information or reference but are not expected to carry out the same action as the recipients listed in the To: line

 The body of the memo conveys the message and generally consists of 4 parts:

1. The general problem or major idea is stated in the introduction.

2. Factual statement 

3. explains the facts or examines the topic or subject, explains the significance or relevance of facts

4. Conclusion 

• sums up the major point, advises or begs action 

• memos lack a complementing closing or signature line 

• memos end with a call to action