Tips for writing a memo

1. Writing a memo
WRITING FOR COMMUNICATION PROFESSIONS (CEDARVILLE UNIV.)
ADAPTED FROM PURDUE UNIV. ONLINE WRITING LAB AND
LOYOLA-NEW ORLEANS WRITING ACROSS THE CURRICULUM

2. Purpose
General
To share important information
To make requests
To create a documentation trail for a project
More specifically
Persuade
Instruct
Give a report

3. What to include
Clearly state your purpose
What?
Why?
How?
The facts the reader needs to know
Who, Where, When
How to act
Request or order actions
State actions you will take

4. Writing reminders
Audience
Remember who you are writing to
Subject line
Be informative, upfront about your purpose
Length
Usually no more than one page

5. Writing reminders
Coherent
Simple and logical structure
Focus on one problem or issue
Each paragraph should focus on one idea
Concise
Avoid clutter and wordiness
Use attachments or separate summaries for additional information

6. Writing reminders
Word usage (common language)
Use accessible, clear, direct, simple words
Be specific, not vague or general
Be concrete, not abstract
Tone
Neutral and positive as it applies
Avoid emotionally charged words
Be professional

7. Segments of memo
Opening/Brief overview
Do not use a salutation such as: Dear, Mrs. Smith
State purpose
Provide context and problem
Specific assignment or task

8. Segments of memo
Task(s)
Event, circumstance or background of the problem
Length will vary
Include only what reader needs to know now
Be clear

9. Segments of memo
Context
What you are doing to solve the problem
Include only needed information, but be convincing that a problem exists
Avoid insignificant details

10. Segments of memo
Summary
For memos longer than a page (not needed for our purposes on this assignment)
Brief statement of key recommendations and research methods and resources

11. Segments of memo
Discussion
Longer portions with details to support ideas (for our purposes this is what we will do with the
proposal you will write next week)
Brief statement of key recommendations and research methods and resources
Closing
Courteous ending to state action to be taken
For example: I will submit a detailed proposal to you next week. Please let me know if you have
any questions.
Do not close like you would close a letter or an email