This document provides guidance on how to write an effective memo. It explains that a memo focuses on a single topic and makes a request or recommendation. The key parts of a memo include the heading with to, from, date, and subject fields, an opening that states the purpose and context, a summary of main points, a discussion providing details to support the recommendations, and a closing that requests action. Lists and attachments can be used to clearly convey information to the reader.
Page 1 of 12 A memo about writing memos B. Pope, BUS 497.docxgerardkortney
Page 1 of 12
A memo about writing memos
B. Pope, BUS 497-A
MEMORANDUM
TO: Students of BUS 497-A
CSUN / Nazarian College of Business & Economics
FROM: Blaine D. Pope, Ph.D.
Lecturer, BUS 497-A
SUBJECT: How to Write a Concise and Effective Memorandum
(A memo about writing memos)
DATE: 27 January 2018
OVERVIEW
This paper concerns how to present ideas through the medium of a memorandum—a
concise form of written business communication, designed to summarize information
and highlight potential action items quickly. This means of communication can be found
in a wide array of professional settings. In the body of the document you are reading
here, the medium is also part of the message. Notice the structure of this document.
Follow it, practice it, and you should have little problem in writing a clear and effective
office memorandum over the course of your career.
Memoranda can be on almost any topic but in each case the basic idea remains the
same: to condense and simplify material for quick reading, and to facilitate
organizational decision-making.1 Therefore, in this class, your memos should always
contain suggested next steps (or action items) in the final section—“Conclusions” and/or
“Recommendations.”
IMPORTANT: The overall page length for your memos is a minimum of three (3) and a
maximum of four (4) single-spaced pages. If you exceed the upper limit, I simply won’t
read past the fourth page.
DETAILS
Memos should not usually be flowery or overly prosaic. When writing in memo format, it
is okay (even encouraged) to use relatively dry language or wording. The idea here is
to let the true power of your ideas (the underlying concepts the words should be
conveying) speak for themselves. This can best be done by highlighting your ideas
according to the following simple format—just like in you PowerPoint executive briefings
1 There is also an organizational historical dimension to memo writing. For further details, see the definition and
origins of the Latin word, “Memorandum” in the Appendix section.
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A memo about writing memos
B. Pope, BUS 497-A
/ presentations. The same basic principles apply in each case—simplicity. Less can be
more.
• Basic identifying information: name and titles (and possibly the work units) of
individuals involved, plus date, subject or topic at the top of the first page (see
above); and page numbers typically at the bottom of the page. This is
especially important for historical purposes. People who have never met you
may read your memos months—or even years—later. This basic identifying
information can help set some of the organizational context for those readers.
• Come to the point, immediately: wording along the lines of “This is a paper
on/about/concerning . . . “ should usually be your first .
Auditing Students
December 18, 2008
Page 5
MEMORANDUM
TO:
Auditing Students
FROM:
Dr. Grein
DATE:
March 29, 2010
SUBJECT:
Successful Business Memo Writing
This memo's purpose is to explain how to write a business document that successfully conveys a message accurately, concisely, and coherently. This memo will cover the correct memo format first. Then, it will discuss clarity and conciseness, consistency and numbers, passive voice, agreement, and comma usage.
USING CORRECT MEMO FORMAT
Unlike conversations, memos leave a "paper trail," so the company can use directives, inquiries, instructions, requests, recommendations, policies and other reports for future reference. Depending on their purpose, memos can range from a few lines to four or five pages.
Every memo should have a header containing the word (prominently displayed) MEMO or MEMORANDUM followed by the organization's name. Writers usually draft memos on company letterhead.
Following the header are four pieces of information:
TO:
Name and title (the title serves as a record for reference)
FROM:
Your name and title (your initials for verification)
DATE:
(also serves as a chronological record for future reference)
SUBJECT:
Using about five to six words, state the memo's purpose precisely.
This is the most crucial part of the memo. It will determine whether the reader will continue reading. Also, it must accurately represent of the memo's content. A clear subject line helps the reader gauge the memo's importance and helps to make filing by subject easier.
A memo usually begins with a statement of the main idea. Long memos should include appropriate introductions and conclusions. The first line of the introductory paragraph should relate to the subject line. If a reader is not familiar with the subject or with the background of a problem, provide an introductory background paragraph. Doing so is especially important in memos that serve as records for future reference. Additionally, the introductory paragraph should set up the memo's main points as well as state how the memo is organized.
Do not indent the first line of paragraphs. In typical memos (like this one), writers should single space within, and double space between paragraphs. However, for assignments in this class, space and a half is appropriate. That will leave me space to write comments.
Subject headings divide material into manageable segments, call attention to main topics, and signal a shift in topic. Additionally, subject headings provide several entry points into a memo, allowing the reader to skip sections and begin reading sections other than the introduction. In short, their purpose is to help readers locate information quickly.
The body of the memo should follow the method of organization stated in the introductory paragraph. The main points in the body should flow logically and have appropriate transitions and topic sentences.
When the memo exceeds one page, begin all subsequent pages with th ...
BA 308Writing Assignment #1 ProblemOpportunity Identification.docxwilcockiris
BA 308
Writing Assignment #1: Problem/Opportunity Identification
This term, your team will be writing a proposal to an important partner, The Lundquist College of Business Executive Council on Experiential Learning & Leadership (ExCELL) to address a critical project to be implemented in Fall 2018. For this assignment, you will write a memo that focuses on a specific constituency and a problem on which you would like to focus. Ultimately, you will try to convince your teammates they should adopt your choice of constituency and community issue for your team’s proposal project.
The Executive Council on Experiential Learning & Leadership (ExCELL):
ExCEL is committed to the development of Experiential Learning & Leadership opportunities for LCB Students. They are looking for dynamic and innovative proposals that will help students develop leadership and communication skills outside of the traditional classroom setting. Their mission is to “Prepare students for the to be leaders in the workplace through experiential learning opportunities.”
Experiential learning is the process of learning (Links to an external site.)Links to an external site. through experience (Links to an external site.)Links to an external site., and is more specifically defined as "learning through reflection on doing" Experiential learning is distinct from rote (Links to an external site.)Links to an external site. or didactic (Links to an external site.)Links to an external site. learning, in which the learner plays a comparatively passive role. It is related to, but not synonymous with, other forms of active learning (Links to an external site.)Links to an external site. such as action learning (Links to an external site.)Links to an external site., adventure learning (Links to an external site.)Links to an external site., free-choice learning, cooperative learning (Links to an external site.)Links to an external site., service-learning (Links to an external site.)Links to an external site., and situated learning (Links to an external site.)Links to an external site..
Choosing a Problem/Constituency
With these criteria in mind, think creatively and broadly about leadership and experiential learning. For example, you might choose to focus on service-learning, project-based learning or outdoor education. Your task is not to come up with a solution to a problem, but rather to :
1. Describe a significant problem
2. Pick specific constituency (group of people) in the community and,
3. Provide evidence for the problem. For example, you might provide evidence for the following problems:
· Low career-readiness, job preparedness
· Lack of experience with leadership, communication or decision-making skills
· Physical of mental health of college students
Note that each of these problems has many possible solutions. That’s good. You’ll know that you have identified a problem instead of a solution when there are many possible ways to address it. We often make the mistake of offe.
https://www.opjsrgh.in/
Notes are short written record of facts to aid the memory. Notes are usually taken to record a speech or dictation while listening to it or after reading a book, magazine or article. They are referred back whenever needed and may be reproduced in the desired way.
Ethnobotany and Ethnopharmacology:
Ethnobotany in herbal drug evaluation,
Impact of Ethnobotany in traditional medicine,
New development in herbals,
Bio-prospecting tools for drug discovery,
Role of Ethnopharmacology in drug evaluation,
Reverse Pharmacology.
Operation “Blue Star” is the only event in the history of Independent India where the state went into war with its own people. Even after about 40 years it is not clear if it was culmination of states anger over people of the region, a political game of power or start of dictatorial chapter in the democratic setup.
The people of Punjab felt alienated from main stream due to denial of their just demands during a long democratic struggle since independence. As it happen all over the word, it led to militant struggle with great loss of lives of military, police and civilian personnel. Killing of Indira Gandhi and massacre of innocent Sikhs in Delhi and other India cities was also associated with this movement.
Synthetic Fiber Construction in lab .pptxPavel ( NSTU)
Synthetic fiber production is a fascinating and complex field that blends chemistry, engineering, and environmental science. By understanding these aspects, students can gain a comprehensive view of synthetic fiber production, its impact on society and the environment, and the potential for future innovations. Synthetic fibers play a crucial role in modern society, impacting various aspects of daily life, industry, and the environment. ynthetic fibers are integral to modern life, offering a range of benefits from cost-effectiveness and versatility to innovative applications and performance characteristics. While they pose environmental challenges, ongoing research and development aim to create more sustainable and eco-friendly alternatives. Understanding the importance of synthetic fibers helps in appreciating their role in the economy, industry, and daily life, while also emphasizing the need for sustainable practices and innovation.
Model Attribute Check Company Auto PropertyCeline George
In Odoo, the multi-company feature allows you to manage multiple companies within a single Odoo database instance. Each company can have its own configurations while still sharing common resources such as products, customers, and suppliers.
The French Revolution, which began in 1789, was a period of radical social and political upheaval in France. It marked the decline of absolute monarchies, the rise of secular and democratic republics, and the eventual rise of Napoleon Bonaparte. This revolutionary period is crucial in understanding the transition from feudalism to modernity in Europe.
For more information, visit-www.vavaclasses.com
Welcome to TechSoup New Member Orientation and Q&A (May 2024).pdfTechSoup
In this webinar you will learn how your organization can access TechSoup's wide variety of product discount and donation programs. From hardware to software, we'll give you a tour of the tools available to help your nonprofit with productivity, collaboration, financial management, donor tracking, security, and more.
The Roman Empire A Historical Colossus.pdfkaushalkr1407
The Roman Empire, a vast and enduring power, stands as one of history's most remarkable civilizations, leaving an indelible imprint on the world. It emerged from the Roman Republic, transitioning into an imperial powerhouse under the leadership of Augustus Caesar in 27 BCE. This transformation marked the beginning of an era defined by unprecedented territorial expansion, architectural marvels, and profound cultural influence.
The empire's roots lie in the city of Rome, founded, according to legend, by Romulus in 753 BCE. Over centuries, Rome evolved from a small settlement to a formidable republic, characterized by a complex political system with elected officials and checks on power. However, internal strife, class conflicts, and military ambitions paved the way for the end of the Republic. Julius Caesar’s dictatorship and subsequent assassination in 44 BCE created a power vacuum, leading to a civil war. Octavian, later Augustus, emerged victorious, heralding the Roman Empire’s birth.
Under Augustus, the empire experienced the Pax Romana, a 200-year period of relative peace and stability. Augustus reformed the military, established efficient administrative systems, and initiated grand construction projects. The empire's borders expanded, encompassing territories from Britain to Egypt and from Spain to the Euphrates. Roman legions, renowned for their discipline and engineering prowess, secured and maintained these vast territories, building roads, fortifications, and cities that facilitated control and integration.
The Roman Empire’s society was hierarchical, with a rigid class system. At the top were the patricians, wealthy elites who held significant political power. Below them were the plebeians, free citizens with limited political influence, and the vast numbers of slaves who formed the backbone of the economy. The family unit was central, governed by the paterfamilias, the male head who held absolute authority.
Culturally, the Romans were eclectic, absorbing and adapting elements from the civilizations they encountered, particularly the Greeks. Roman art, literature, and philosophy reflected this synthesis, creating a rich cultural tapestry. Latin, the Roman language, became the lingua franca of the Western world, influencing numerous modern languages.
Roman architecture and engineering achievements were monumental. They perfected the arch, vault, and dome, constructing enduring structures like the Colosseum, Pantheon, and aqueducts. These engineering marvels not only showcased Roman ingenuity but also served practical purposes, from public entertainment to water supply.
3. introduction
What is a memo?
A memo is an internal document that is
generally short, focuses on a single topic,
reports information, makes a request, or
recommends action.
It follows specific forms, depending on the
organization.
4. Audience and Purpose
Memos have a twofold purpose: they bring attention
to problems and they solve problems. They
accomplish their goals by informing the reader about
new information like policy changes, price increases,
or by persuading the reader to take an action, such
as attend a meeting, or change a current production
procedure. Regardless of the specific goal, memos
are most effective when they connect the purpose of
the writer with the interests and needs of the reader.
5. Audience and Purpose
Choose the audience of the memo wisely. Ensure
that all of the people that the memo is addressed to
need to read the memo. If it is an issue involving only
one person, do not send the memo to the entire
office. Also, be certain that material is not too
sensitive to put in a memo; sometimes the best
forms of communication are face-to-face interaction
or a phone call. Memos are most effectively used
when sent to a small to moderate amount of people
to communicate company or job objectives.
6. Format
The format of a memo follows the general guidelines
of business writing. A memo is usually a page or two
long, should be single spaced and left justified.
Instead of using indentations to show new
paragraphs, skip a line between sentences.
Business materials should be concise and easy to
read. Therefore it is beneficial to use headings and
lists to help the reader pinpoint certain information.
7. Format
You can help your reader understand your memo
better by using headings for the summary and the
discussion segments that follow it. Write headings
that are short but that clarify the content of the
segment. For example, instead of using "Summary"
for your heading, try "New Advertising
Recommendations," which is much more specific.
The major headings you choose are the ones that
should be incorporated in your purpose-statement in
the opening paragraph.
8. Format
For easy reading, put important points or details into lists rather
than paragraphs when possible. This will draw the readers'
attention to the section and help the audience remember the
information better. Using lists will help you be concise when
writing a memo.
The segments of the memo should be allocated in the following
manner:
Header: 1/8 of the memo
Opening, Context and Task: 1/4 of the memo
Summary, Discussion Segment: 1/2 of the memo
Closing Segment, Necessary Attachments: 1/8 of the memo
9. Parts of a Memo
Heading Segment
The heading segment follows this general format:
TO: (readers' names and job titles)
FROM: (your name and job title)
DATE: (complete and current date)
SUBJECT: (what the memo is about, highlighted in
some way)
10. Parts of a Memo
Make sure you address the reader by his or her
correct name and job title. You might call the
company president "Maxi" on the golf course or in an
informal note, but "Rita Maxwell, President" would be
more appropriate for a formal memo. Be specific and
concise in your subject line. For example, "Clothes"
as a subject line could mean anything from a dress
code update to a production issue. Instead use
something like, "Fall Clothes Line Promotion."
11. Parts of a Memo
Opening segment.
State the purpose of the memo and identify
the purpose in three parts; the context of the
problem, the particular assignment, and the
purpose of the memo. Identify the exact
reason for writing the memo and make it
clear to the reader.
12. Parts of a Memo
Task Segment
One essential portion of a memo is the task statement where you
should describe what you are doing to help solve the problem. If the
action was requested, your task may be indicated by a sentence
opening like,
"You asked that I look at...."
If you want to explain your intentions, you might say,
"To determine the best method of promoting the new fall line, I will...."
Include only as much information as is needed by the decision-makers
in the context, but be convincing that a real problem exists. Do no
ramble on with insignificant details. If you are having trouble putting the
task into words, consider whether you have clarified the situation. You
may need to do more planning before you're ready to write your memo.
Make sure your purpose-statement forecast divides your subject into
the most important topics that the decision-maker needs.
13. Parts of a Memo
Summary segment.
This segment should provide a brief
statement of important suggestions. This will
help the reader quickly understand the key
points of the memo. The summary can also
include links or references to sources that
you have used in your research on the issue.
14. Parts of a Memo
Discussion segment.
In this segment, include all of the details that
support your ideas and recommendations for
solving the problem. You may also choose to
propose future problems that may arise and
discuss how your recommendations ensure
these problems will not occur (see tips).
15. Parts of a Memo
Closing segment.
Close the memo with a friendly ending that
states what actions you want the reader to
take. Consider the ways that the reader can
benefit from the information in the memo and
how these changes will be advantageous.
16. Parts of a Memo
Necessary Attachments
Make sure you document your findings or provide
detailed information whenever necessary. You can
do this by attaching lists, graphs, tables, etc. at the
end of your memo. Be sure to refer to your
attachments in your memo and add a notation about
what is attached below your closing, like this:
Attached: Focus Group Results, January- May 2007
17. Tips
State the most important points first, then move on to the details.
Be specific and brief in every heading so that the basic point of
your memo is apparent to the reader right away.
Include only as much information as necessary for the reader;
Feel free to include lists, charts, and graphs at the end of the
memo to help the reader better understand the topic. Make sure to
add a notation of how the attachments are relevant.
The reader can understand the memo better if you use headings
for the different segments of the memo.
Write short headings that clarify the content of each category. For
example, instead of stating "opening", write "Ant problem in the
office".
18. Tips
Write short headings that clarify the content of each
category. For example, instead of stating "opening",
write "Ant problem in the office".
Always address the reader by his or her correct
name; do not use nicknames.
When constructing the heading, be sure to double
space between sections and align the text.
Check for errors: If there is an error in a memo, it will
probably be in names, dates or numbers.
Keep paragraphs short: Limit each paragraph to five
lines or less.