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)
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."
Opening Segment
The purpose of a memo is usually
found in the opening paragraph and includes: the purpose of the memo, the
context and problem, and the specific assignment or task. Before indulging the
reader with details and the context, give the reader a brief overview of what
the memo will be about. Choosing how specific your introduction will be depends
on your memo plan style. The more direct the memo plan, the more explicit the
introduction should be. Including the purpose of the memo will help clarify the
reason the audience should read this document. The introduction should be
brief, and should be approximately the length of a short paragraph.
Context
The context is the event, circumstance,
or background of the problem you are solving. You may use a paragraph or a few
sentences to establish the background and state the problem. Oftentimes it is
sufficient to use the opening of a sentence to completely explain the context,
such as,
"Through market research and
analysis..."
Include only what your reader needs,
but be sure it is clear.
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 not 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.
Summary Segment
If your memo is longer than a page,
you may want to include a separate summary segment. However, this section not
necessary for short memos and should not take up a significant amount of space.
This segment provides a brief statement of the key recommendations you have
reached. These will help your reader understand the key points of the memo
immediately. This segment may also include references to methods and sources
you have used in your research.
Discussion Segments
The discussion segments are the
longest portions of the memo, and are the parts in which you include all the
details that support your ideas. Begin with the information that is most
important. This may mean that you will start with key findings or
recommendations. Start with your most general information and move to your
specific or supporting facts. (Be sure to use the same format when including
details: strongest to weakest.) The discussion segments include the supporting
ideas, facts, and research that back up your argument in the memo. Include
strong points and evidence to persuade the reader to follow your recommended
actions. If this section is inadequate, the memo will not be as effective as it
could be.
Closing Segment
After the reader has absorbed all of
your information, you want to close with a courteous ending that states what
action you want your reader to take. Make sure you consider how the reader will
benefit from the desired actions and how you can make those actions easier. For
example, you might say,
"I will be glad to discuss this
recommendation with you during our Tuesday trip to the spa and follow through
on any decisions you make."
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:
Sample a Memo
TO: Kelly
Anderson, Marketing Executive
FROM: Jonathon
Fitzgerald, Market Research Assistant
DATE: June 14,
2007
SUBJECT: Fall
Clothes Line Promotion
Market research
and analysis show that the proposed advertising media for the new fall lines
need to be reprioritized and changed. Findings from focus groups and surveys
have made it apparent that we need to update our advertising efforts to align
them with the styles and trends of young adults today. No longer are young
adults interested in sitcoms as they watch reality televisions shows. Also, it
is has become increasingly important to use the internet as a tool to
communicate with our target audience to show our dominance in the clothing
industry.
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