7.2 Memos

A memo, or memorandum (meaning reminder) is one of the most versatile document forms used to communicate professionally.  Memos are generally “in house” documents (sent within an organization, between departments or offices) to provide or request information, outline policies or agreements, provide short reports, introduce longer reports, and propose ideas. They are often used to send information from one person to all members of an organization, unit, department or office, to update them on policies, procedures, and activities. They can also be intended for a smaller audience or even a single recipient. While they are often used to inform, they can also be persuasive documents, proposing ideas, recommendations, and calls to action. Clearly, this form is the “work horse” of professional communication!

Memos typically focus on one key idea, making the point efficiently, so that the reader will understand what action may be needed. Taking the time to craft a clear and concise message pays off in creating efficient workflow down the line.

Memo Format

Despite its versatility in terms of purpose, a memo has a fairly standard conventional format that looks similar to an email format (or rather, an email looks similar to a memo format, since memo pads were around long before email was invented).  A company or institution may have its own “in house” memo template, but this will generally conform to a generic memo format illustrated in the sample memo below.

Memos are one of the few document forms that announces its form (letters do not include the word LETTER at the top of the page). The word MEMO or Memorandum is usually place in the top left corner using the largest font in the document (a hold-over from the memo pad days). The company logo usually appears on the top right corner or centre.

The Header Block, if crafted well, can efficiently offer a great deal of information about the rhetorical situation of the memo

To: Identifies the intended audience of the memo; this could a specific group or an individual; include their name and job title or position within the organization whenever possible to help establish context.

From: Identifies the author of the memo, indicating who the message is coming from. Again, this should include the author’s position or job title.

Date: Including the date the memo was sent can provide important context, especially since the memo are often saved or archived and can be read several weeks, months, or even years later in needed to clarify why a decision was made or how a policy might have changed.

Subject: The subject line should clearly indicate the purpose of the memo as precisely and concisely as possible in a short phrase. If your message is sent to everyone in the office, but not everyone really needs to read it to do their job, the subject line can let them know that they can ignore this. Be careful to craft the subject line to ensure that those who need to read it will do so.

There is often a dividing line between the header block and the memo’s message.

The Message portion of the memo can range from a few short sentences to a multi-page report that includes headings, figures, tables, and appendices.  Whatever the length, there is a straightforward organizational principal you should follow. Organize the content of your memo so that it answers the following questions for the reader:

Opening:  Why am I reading this? (do I have to read this?)

Details:  What do I need to know?

Closing:  What am I expected to do now?

OPENING: Memos are generally very direct and concise. They typically do not start with salutations (Dear Mr. Jiang), friendly openers (“I hope you are enjoying the warm weather”), or general introductions before getting to your point. Your readers are colleagues within the same organization, and are likely at least somewhat familiar with the context in which you are writing. Your opening should clearly and quickly indicate your purpose in writing and provide any necessary context. The opening sentences of the memo’s message should make it clear to the reader whether they need to read this entire memo and why (if the memo is informing me about an elevator that’s out of service in a building I never enter, then I don’t really have to read any further).

DETAILS: The middle section of the message should give all of the information needed to adequately inform the readers and fulfill the purpose of the memo. If they need to make a decision, this section should give them all the data and persuasive arguments they need to fulfill that purpose. Start with the most general information, and then add the more specific facts and details. Make sure there is enough detail to support your purpose, but don’t overwhelm your readers with unnecessary details or information that is already well known to them. The length of this will depend on your purpose, but may range from a few sentences to multiple paragraphs or titled sections.

CLOSING: The final part of the message indicates what, if any, action is expected of the readers. If you are asking your readers to do something, be as courteous as possible, and try to indicate how this action will also benefit them. Let the reader know how to follow up if necessary.

Traditionally, memos ended in a signature (back when we had actual Memo Pads); but since memos are now typically sent digitally, and the author is clearly indicated in the header block, a signature is now optional.