When you write memos, letters, e-mail, proposals, or reports, keep these writing elements in mind:--Organization--Optimism--Professionalism--Simplicity--Conciseness--Honesty/Ethics
Plan what you are going to say.Polish writing, AKA revising.Proofread everything.
Memo is short for Memorandum, which in Latin means “something to be remembered.”Memos record information of immediate importance and are kept on record. They can be sent on paper or through e- mail, which mimics the memo structure.
Memos, like all written communication, should be professional, tactful, and diplomatic. To a co-worker you know well, you can adopt an casual tone. To a manger/surpervisor, the tone should be more formal and official. Always adopt a “you” attitude among co-workers as you do with customers.
One type of memo is called a “non-sensitive memo.” These memos take a “direct approach.” What are some type of non- sensitive memos?
“Sensitive Memos” often take an “indirect approach.” What are some types of sensitive memos?
Like e-mail the memo includes these components: TO: FROM: DATE: SUBJECT: (or RE: )
INTRODUCTION: Specifically and clearly tell readers about the issue or policy. Briefly explain important background information. Specifically discuss what you want to accomplish through the memo. It if fine to state directly in the first sentence, especially if you are writing a non- sensitive memo.
DISCUSSION (aka BODY): * State why a problem, procedure, or decision is important. * Indicate why and what changes are necessary. * Give precise dates, times, locations, and costs.CONCLUSION (can do one of the following): * Ask readers to contact you if they have questions. *Request a reply. * Provide a list of recommendations that readers are to accept, revise, or reject.