This document provides guidance on writing effective memos. It explains that memos are an important form of corporate communication and that learning to write them clearly and concisely can help communicate complex topics as well as distinguish yourself professionally. The document outlines the typical parts of a memo, including the header, subject line, opening paragraph, supporting details, and closing. It also provides tips for writing style such as keeping the audience in mind, getting to the point early, and using active verbs.

1. Slides By Rana Usman Sattar
Student Of BBA(Hons)
PMAS Arid Agriculture University Rawalpindi
Gmail: ranaa.usman@gmail
Facebook: usman.shan86@yahoo.com
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek

2. Why learn about writing memos?
important form of corporate communication
clear and concise communication of complex subjects
writing style and approach applicable to other
communications, such as email
set yourself apart from people who cannot write
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek

3. Purpose of a memo
“solve problems” by:
informing
persuading
refuting
arguing
analyzing
…
Recipients: one person, several persons, one or more
groups, a whole community
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek

4. General rules
keep your audience in mind
follow a structure (see below)
follow an outline
get to the point early
revising is easier than writing perfectly the first
time
follow style guides and writing manuals
budget between 20 min – 1 hr for most memos
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek

5. Memo plan
} Header
Subject line
Opening paragraph
} Supporting
details/explanation
Closing
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek

6. Header
To: recipient (individuals and/or
groups)
From: you/office (e.g. “Student Affairs”)/group
(e.g. “Social Committee”)
CC: more recipient(s)
Date:
use correct names/designations for recipients
include titles when appropriate, for all recipients
when possible
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek

7. Subject line
probably the most important part of your memo
summarize the intent of your memo, e.g.:
“Request for assistance with grant project”
“Consequences of recent material thefts”
specific, concise and to the point
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek

8. Opening paragraph
complete summary of your memo
provide:
context
task/action/request
summary of the rest of the memo
Best: put your intent into the first sentence
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek

9. Supporting details/explanation
maintain a global structure, such as findings 
implications  action items
arrange facts in a logical order
don’t provide more detail than necessary
use bullet points where appropriate
use correct structure bullet points (e.g. no standalone
bullets)
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek

10. Closing
If necessary, summarize what you want recipient(s) to
do.
Provide clear instructions, including deadlines where
applicable.
Provide further references/contact information when
appropriate.
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek

11. More about writing style
“There are times when the more the authors explain, the
less we understand. Apes certainly seem capably of
using language to communicate. Whether scientists are
remains doubtful.”
Douglas Chadwick, NYT
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek

12. Clarity: Actions
Use subjects to name your central characters.
Express their most important actions as verbs.
BIOINF 2202: Dental Informatics Seminar
Instructors: Titus Schleyer, Heiko Spallek