Memos

Memos and letters are the two most common types of business communication. Memos resemble letters in
that they communicate information and are commonly used in the world of business writing. However,
memos differ from letters in several important ways:

• Memos are almost always used within an organization

• Memos are usually unceremonious in style
• Memos are normally used for non-sensitive communication (communication to which the reader
will not have an emotional reaction)
• Memos are short and to-the-point
• Memos have a direct style
• Memos do not have a salutation
• Memos do not have a complimentary closing
• Memos have a specific format that is very different from a business letter

Memo Format:

Memorandum

Date:

To:

From:

Subject:

Text of the memo

General Information About Memos:

Memos usually have one-inch margins on all four sides, and the writer's initials always appear next to the
name at the top of the memo.

The top line of a memo usually says "Memo" or "Memorandum." The company logo or letterhead
frequently goes above this. Some companies omit the words memo or memorandum, although this is not
the norm.

Below the word "Memo" or "Memorandum" is the date, the name of the person or persons to whom the
memo is sent, the name of the writer or sender (with the writer's initials written-in by hand), followed by a
very short description of the memo's topic. Sometimes the order of these four items is altered; however,
they are always present. These four items are double-spaced and a solid line is frequently drawn below
them, separating them from the memo's message.

Below the line is the memo's message area. The text in this area is single-spaced.

There are two ways to format the text of a memo: block format and modified block format. Block format
begins every paragraph flush with the left margin and leaves an empty line of space between each
paragraph. Modified block format indents each paragraph and does not leave an empty line of space
between each paragraph. Do not mix block and modified block formats.

Example of block format:

Block format is flush left margin, ragged right margin, with a blank
space between the lines. Modified block format has an indented first
line, ragged right margin, with no blank spaces between the lines.

Block format is flush left margin, ragged right margin, with a blank
space between the lines. Modified block format has an indented first
line, ragged right margin, with no blank spaces between the lines.

Block format is flush left margin, ragged right margin, with a blank
space between the lines. Modified block format has an indented first
line, ragged right margin, with

Example of modified block format:

 Block format is flush left margin, ragged right margin, with a
blank space between the lines. Modified block format has an indented
first line, a ragged right margin, and no blank spaces between the
lines.
Block format is flush left margin, ragged right margin, with a
blank space between the lines. Modified block format has an indented
first line, a ragged right margin, and no blank spaces between the
lines.
Block format is flush left margin, ragged right margin, with a
blank space between the lines. Modified block format has an indented
first line, a ragged right margin, and no blank spaces between the
lines.

Note that with both examples, above, the right margin is not justified. As a rule, do not justify the right
margin. To do so puts odd spacing in the middle of your sentences and makes your document very hard to
read.

The text of the memo almost always begins with a bottom-line statement. A bottom-line statement or
message is a short, terse statement of the memo's purpose. All non-sensitive memos should begin with a
bottom-line statement.

The body or message area of the memo is the "meat" of the memo. The text in this area should be concise,
clear, and well-written. Organization is very important. If you have more than one topic or subject (or you
have subtopics), you can use headings to make your message more readable and understandable. If you
have a list of items within your memo, use bullets. Bullets, like headings, are frequently used in memos to
make them easier to read. Avoid unnecessary topics or information--and don't repeat yourself.

Some memos contain conclusions; some omit them. Conclusions are good to use if you have several points
to make and wish to summarize them or make a recommendation. Conclusions are also useful if you wish
to make a request.

Notification of attachments is included at the very end of the memo, right above the bottom margin and
against the left margin. Always identify your attachment in the following way--Attachment: Exhibit I.

If a memo continues to a second page, do not use letterhead or repeat the Date:, To:, From:, Subject:
information. On the second page, across the top, put the name of the person to whom the memo is sent
flush with the left margin, the page number in the center, and the date at the right margin. Here is a sample:
 Jason MacGruder 2 Donna Shaw

Some points to remember about good memo writing are as follows:

• Be kind to your reader--use headings and bullets as necessary to make the memo
easy to read and key points stand out.

• Be concise--long sentences with complex construction do not belong in memos.

Keep memos short and to-the-point.

• Come to the point first--always use a bottom-line statement at the very beginning of
a non-sensitive memo.

• Remember memo format--never use a salutation or complementary closing with a

memo.

• Identify your attachments--if your attachments become separated from the memo,
your reader will know that they were supposed to be there and can ask for them.

• Be coherent--limit each paragraph to only one idea. Keep your sentences flowing
smoothly, and keep them short.

• Use a business-like tone--use the first person (I or we); use short, simple words;
be as informal as the situation allows; use concrete, specific words.

• Proofread your work--always read your work (or have someone else read it)
before you sent it out.

• Identify your audience--identify the person or persons to whom you are writing. Think about what
they know, who they are, what they want to see or hear, how they are situated. Clarify your
audience's background, context, and environment. Never, never, never write without
identifying your audience first.
 Engineering-Masters, Inc.

MEMORANDUM

Date: July 1, 1995

To: Harold Johnston

From: Isabel Higginbotham

Subject: Procedure for Handling Payroll Advances

_______________________________________________________________

There is a new procedure (to reflect updated policies) for obtaining payroll
advances. I believe that our employees will find it an improvement over the
old, confusing procedure. The new procedure is as follows:

Procedure

1. Obtain Form PR-7, Request for Payroll Advance, from your supervisor.
2. Complete the form by filling in all the blanks in the Employee Section of
the form.
3. Have your immediate supervisor approve your request by signing on the
Supervisor Approval line.
4. Take the approved Form PR-7 to the receptionist in the Payroll and Benefits
Office, Building Z, Room 1620.
5. Pick up your check from the cashier's office, Main Building, Room 201 three
working days after turning in Form PR-7. You must have your employee
identification card with you to receive your check.
6. Sign the receipt form in the presence of the cashier's office clerk.

Policies

The following policies govern the issue of payroll advances:

1. Payroll advances may not total more than 80% of an employees

normal net pay for a payroll period.

2. Except in the case of a documented emergency, payroll advances are limited

to one every two months.
 (From: Business Communications (7th ed). William C. Himstreet & Wayne
MurlinBaty, 1984)

Data Guys, Inc.

Memorandum

Date: December 13, 1996

To: Annette T. Califero

From: Kyle B. Abrams

Subject: A Low-Cost Way to Reduce Energy Use

__________________________________________________________________

As you requested, I've investigated low-cost ways to reduce our energy use.
Reducing the building temperature on weekends is a change that we could make
immediately, that would cost nothing, and that would cut our energy use by about
6%.

The Energy Savings from a Lower Weekend Temperature

Lowering the temperature from 68 degrees to 60 degrees from 8 p.m. Friday evening
to 4 a.m. Monday morning could cut our total consumption by 6%. It is not feasible
to lower the temperature on week nights because a great many staff members work
late; the cleaning crew also is on duty from 6 p.m. to midnight. Turning the
temperature down for only four hours would not result in a significant heat saving.

Turning the heat back up at 4 p.m. will allow the building temperature to be back
to 68 degrees by 9 a.m. Our furnace already has computerized controls that can be
set to automatically lower and raise the temperature.

How a Lower Temperature Would Affect Employees

A survey of employees shows that only 7 people use the building every weekend or
almost every weekend. Eighteen percent of our staff have worked at least one
weekend day in the last two months; 52% say they "occasionally" come in on weekends.
People who come in for an hour or less on weekends could cope with the lower
temperature just by wearing warm clothes. However, most people would find 60 degrees
too cool for extended work. Employees who work regularly on weekends might want to
install space heaters.
 Action Needed to Implement the Change

Would you also like me to check into the cost of buying a dozen portable space
heaters? Providing them would allow us to choose units that our wiring can
handle and would be a nice gesture towards employees who give up their weekends to
work. I could have a report to you in two weeks.

We can begin saving energy immediately. Just authorize the lower temperature, and
I'll see that the controls are reset for this weekend.

(From: Business Communications (7th ed). William C. Himstreet & Wayne Murlin Baty,
1984)

A Moment In The Sun Tanning Salons

Memo

Date: December 14, 1998

To: T.R. Soleau

From: Ray Ban

Re: Marketing Plan Review

_________________________________________________________

As you requested, the Marketing Plan Review process has been established and
is ready to be put in motion.

Initial meetings with all divisions, salons, and marketing & sales staff have
been scheduled to begin early next month and will continue until March. Here
is the schedule for the meetings:
 Southwest Century City Hotel, Los Angeles Jan. 3 to 7
Northwest Raddison Hotel, Portland Jan. 15-19
West Sheraton Stratford Hotel, Boise Feb. 1-4
Midwest Chicago Carlton Hotel, Chicago Feb. 10-14
South Atlanta Belle Hotel, Atlanta Feb. 20-24
Central Park Central Hotel, New
Northeast March 5-9
York
Southeast New Century Hotel, Tampa March 15-19
Attendees will discuss the new marketing plan and give their opinions. In
particular, we are anxious to have the following questions answered:

* Will the plan work in all areas?

* Are any regional adjustments needed?
* How does each region react to our new image?
* What is each region's gut-level reaction to the plan?

I have prepared a 16 page questionnaire to be distributed at the meetings.

Hopefully, we will receive input for everyone. I've attached a copy of the
questionnaire.

Thus far, Harry Hampton and I are scheduled to attend all of the meetings.
However, I think it would be advisable to have a substitute available if Harry
or I find ourselves ill or otherwise unable to travel.

Please let me know if you have any questions.

Attachment: Questionnaire