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types of writing

Memoranda

Jamie S., former Writing Center tutor

Please keep in mind that these are only general guidelines; always defer to your professor's specifications for a given assignment. If you have any questions about the content represented here, please contact the Writing Centers so that we can address them for you.

Memoranda, often referred to as memos, are a form of professional writing with a very specific format and purpose.  Thus, while you may be tempted to view them as simple notes that lack any structure, it is important to keep in mind that. like other forms of professional writing, there are certain guidelines to keep in mind while composing memos.  Memos have many purposes: for example, they can be used to report on projects, bring attention to problems, or solve problems within a professional environment.  Writing effective internal memos is an acquired skill that many students will learn for the first time in a professional writing our business course; but don’t be tempted to forget this new skill as soon as you receive your final grade: executives and managers will take notice of employees who are able to effectively communicate issues in written form.

 
Northern Kentucky University’s College of Business has an excellent resource for memo writing.  Below is a list summarizing some of some of their main points:

1. Most companies have a conventional heading that signals a memo.

Date:
Subject: ( or RE: )
To:
From:

2. Your memo should include a clear introduction that communicates your reasons for writing to your reader(s).

3. Next, you should include a section of key points.  This can also be labeled as “Recommendations", "Highlights", "Summary", "Conclusions", or something else with a similar summative tone. 

4. Next, you should include an analysis.  If your memo includes data, this is the place to use it to highlight your main points.  If there are any possible limits to your analysis and findings, this is also the place to acknowledge them.  Do not end on your conclusions!  They should have been stated in your key points section.  This differs from most forms of professional and academic writing, so be sure to keep this in mind while formatting your memos.

Also, remember to maintain a sense of social and professional propriety.  If your memo concerns only one person, do not send it to the entire office.  For example, if you have concerns about an individual employee’s lack of contributions to a specific project, only send your memo to the appropriate manager.  Similarly, if the information you wish to communicate is very sensitive, it might be best to consider meeting face-to-face.   Don’t forget: memos are a form of professional writing and generally have a specific format to keep in mind.

Helpful Links

http://writing.colostate.edu/guides/documents/memo/ which gives great information about the definition and purpose of memos, audience analysis, general format and general types of memos.

http://www.lupinworks.com/roche/pages/memos.php which provides specific information about the different parts of memos as well as how to handle the attachment of additional information to your memos.

http://owl.english.purdue.edu/owl/resource/590/02/ which provides different ways in which to write the different memo segments.

 

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