The document outlines the purpose and characteristics of memorandums (memos) as a form of internal communication within organizations, detailing their versatility for various uses such as providing updates or creating records. It highlights the differences between memos, letters, and emails in terms of format, audience, and tone, along with providing a structured format for writing effective memos. Additionally, it emphasizes the importance of clarity, informal style, and a structured message within memos.

1. ENGR 120/240
WRITING MEMORANDUMS:
Communicating with
Co-Workers

2. Objectives
• What is a Memo?
• Purpose
• Differences Among Memos, Letters,
and E-mail
• Format
• Techniques for Writing Successful
Memos
• Language
• Practice

3. What is a Memo?
• Memo is short for Memorandum
• A memo is a form of internal
communication used within an
organization
• It can be used for a variety of purposes
and sent to a variety of audiences; it is a
very versatile document form.

4. Why write a Memo?
• To introduce the transmittal of internal documents
• To provide information and updates on new policies,
procedures, meetings, confirmation of projects,
decisions, directives, etc.
• To inform audience about an issue or problem
• To create a record
• As short internal reports (proposals, progress reports,
etc. Messages within memos may contain
headings and graphics)

5. Why Write Memos?
• Memos are company internal letters.
(E-mail is taking over their function.)
• Memos are more formal than e-mails,
but less formal than business letters.
• Originally used only in hard copy, they
are now often processed electronically.
• Memos vary in length.
(Short memos serve as inter- or intra-office
communication; long memos may serve as reports.)

6. Purpose
• To Inquire
• To Report
• To Transmit
• To Remind
• To Inform
• To Promote Goodwill
Mnemonic: IR TRIP

7. • Because of their open construction and
informal method of delivery(such as
being placed in baskets), memos are less
private than letters.
• In many organizations, email messages,
blogs, and other recent electronic media
have largely replaced paper memos

8. • Both memos & letters can be distributed
via fax machines, in addition to hand
delivery & postal services

9. Differences Among Memos,
Letters, and E-mail
Characteristic Memos Letters E-mail
Destination Internal External Both
Format Date, To, From,
Subject
Letterhead address,
date, reader’s address,
salutation, etc.
Subject, From, Sent,
To
Audience Business colleagues Vendors and clients Multiple readers
Tone Informal More formal Usually informal
Enclosures Hard copy
attachments
Additional
information
Computer files, Web
links
Structure 8.5” x 11”
55 lines page
8.5” x 11”
55 lines page
One screen
12-14 lines
Delivery Time Within 3 days 3 days or more Within minutes

10. Memos vs Letters
• Memos differ from letters in that they are “in house”
communications
• They can be somewhat informal
– Use “you” and “I” and contractions
– But avoid slang and colloquialisms :- word or phrase
that is not formal or literary and is used in ordinary or familiar
conversation.
– Some examples of informal colloquialisms can include
words (such as “y'all” or “gonna” or "wanna")

12. Memo Format
A Memo has 3 formatted sections:
1. Letterhead/logo of the business or
organization
2. Header: To/from/date/subject block
3. Message

13. 1. Logo/letterhead
• You can make up your own hypothetical
workplace logo.
• Logo is generally centred or placed on the
right side of the page

14. 2. Memo Header
Set margins about a 1/4 inch past the
longest line (subject) so all text
items are left justified and aligned
TO: 120 Students
FROM: Sumera
DATE: Jan. 18, 2023
SUBJECT: . 120 Learning Plan Proposal
-------------------------------------------------------------------
Typically Bold; may be ALL CAP or just first letter in upper case
Subject line should be short, but
Specific. You can
Capitalize key words or not,
as long as you are consistent:
ie:. 120 project proposal
Line separates header from
message

15. 3. Message
• Message should be left
justified, aligned with
the header
• leave ragged right
margin
• Traditionally, memos
had a handwritten
signature at the bottom.
Now, electronic
signatures are common
MEMO
From; Sumera
To: All students
Date: Jan15, 2023
Subject: . 120 Learning Plan assignment
__________________________________________
_
Your Learning Plan is due on ______. I would like
you to submit this in the form of a Memo written to
me. Your memo will include
-what you want to achieve
-how you plan to achieve it
-and why (in a conclusion)
You will display your learning goals, strategies and
resources in a three column table, and explain the
table in the text of your memo.
I look forward to reading your memo and helping
you achieve your goals.
Sumera

16. Message Content
• The Message of the Memo typically has a 3 part
structure:
1. Opening paragraph clearly indicates purpose of the
memo. The reader should be able to answer: why do I
have to read this?
2. The middle paragraph(s) give the specific details that
the reader needs to know
3. The final paragraph indicates what action is expected of
the reader: what do you want me to do now that I have
read the memo?

17. Memo style guidelines
– Use your best informal writing style in terms
of grammar, spelling, word choice,
punctuation, sentence structure, etc.
• Informal means you can use “I” and
contractions, but avoid slang, inappropriate
tone, and colloquial expressions)
Make sure paragraphs have clear topic
sentences and are coherent