2. 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.
3. 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 these memos may contain
headings and graphics)
4. 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
5. 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
6. 1. Logo/letterhead
• You can Use UVic or ENGR letterhead, or
make up your own hypothetical workplace
logo.
• Logo is generally centred or placed on the
right side of the page
• You do not need a logo
7. 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: Engr. 120 Students
FROM: Suzan Last
CC: Ann Onymous
DATE: Jan. 18, 2013
SUBJECT: Engr. 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: Engr. 120 project proposal
Line separates header from
message
8. 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
To: Engr. 120 students
From: Suzan Last
Date: Jan15, 2017
Subject: Engr. 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.
Suzan Last
9. 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?
10. 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
