Writing a Memo The following was developed based on the document written by Matthew Ford at Northern Kentucky University and provided online at the linkhttp://www.nku.ed/~fordmw/memo.htm Writing effective internal company memos is an acquired skill that frequently distinguishes the great manager inside a company. Senior executives usually take notice of lower level managers who precisely communicate issues in written form. The key to effective internal memos is that they communicate much in a small amount of space. A cardinal rule of great memo writing is this: All important information must appear on the first page. The following provides one way to organize an internal memo. This format is particularly applicable towards a memo that communicates the results of some project or investigation that has been assigned to the writer. Example!!! MEMO Memorandum" (or "Memo") usually appears in bold letters either left- or center-justified at the top of the page. Other important information that appears at the top of page one includes: Date: To: From: Subject: If this is a memo designed to communicate the findings of some project or investigation assigned to the author, then the structure of the memo typically progresses as follows: Introduction Two or three sentences that orient your reader about why you are writing to him or her. Your boss may not remember why he or she assigned you this project. In this section, refresh your boss's memory. The Introduction should inform the reader about specific background information regarding the project you are writing about (for example, who, what, when, where, why). In most analytical memos, your tone should be unemotional and objective. Avoid putting your conclusions or key points in this section--those things go in the next section. Summary This is where you place your key points for a busy executive that only has three minutes to read it. Key points are usually best communicated by listing them in “bullets” as single sentences, avoiding lengthy and wordy paragraphs. Your key points must all fit on the first page. In an analytical memo your key points might consist of: · Major strengths or weaknesses that you'd like to highlight. · Opportunities for improvement. · At least one recommendation for action. Findings (to write finding for each bullet) This is for the reader that needs more specific information than the summary information presented in the key points listed above. A useful rule: It should be easy for the reader to clearly link the portions of this section with each of the key points listed in the previous section. Appendix This attachment to the memo is where the reader will find a brief discussion about the data, the various techniques employed and the assumptions made, and any limitations regarding your analysis or findings. In addition, this is where reader will find the tables and charts referred to in the body of the memo. Co.