copyright 2012 by arthur fricke memos? what’s that? look at textbook index under “memos” to...

Copyright 2012 by Arthur Fricke

Memos? What’s that?Look at textbook index under “memos” to see all the very detailed info

that this slideshow briefly summarizes

Engl 2311


What’s a memo?

This slideshow gives an overview of the major and minor parts of a full-on formal memo

This slideshow will help you if:

You need a detailed generic outline and organization tips to create a formal memo that has all the organization and formatting elements of a typical professional memo


elements of a Formal MEMORANDUM

A formal memo has these major sections:Identifying Information

Statement of Purpose

Summary sentence(s) (or several ¶s for long memos)

Background info and an ORGANIZED discussion

Concluding Summary, Recommendations, etc.


the Identifying Information

To, From, Date, and other Header InformationThe exact formatting varies from one organization to another

ALWAYS include a “subject line”This is the Re: line on a memo or e-mail

Effective subject lines are UNIQUE and SPECIFIC

QUICKLY tell people if the memo is informative for them


Identifying Information helps people stay organized

For example, this info REALLY helps me to organize paperwork from 70+ students in two different courses:

Date Handed In: Jan 1, 2001

From: Pandora Dog, eng2311-001

To: Dr. Art Fricke

Re: “Job Application Rough Drafts HW”, due 1/1/2001


the Statement of Purpose

Opening sentence of a memo

Say exactly what the memo does in ONE sentence“This memo requests . . .”

“This memo explains . . .”

“This memo describes . . .”

Helps your reader to evaluate the memo very quickly

It should be BRIEF, very CLEAR, and to the point“The purpose of this memo is to. . .” is a WASTE of WORDS


the Summary

For short (1 page or less) simple memosA few focused sentences after the statement of purpose

Describes why the audience should read the memo

Tells the audience your conclusion AT THE BEGINNING

For long (2-3+ page) memosOne or two or more SHORT paragraphs that work like a

cheat sheet describe why the audience should read the memo summarize the conclusion &/or recommendations highlight the main points describe how later detailed info will be presented


the Body

Organize complex memos by using section headings “Background”, “Discussion”, “Recommendations”, are generic

headings that won’t apply to specific situations

Use DESCRIPTIVE headings like “The Current 2311 Syllabus”, “Potential Syllabus Changes”, “Advantages of These Changes”, etc

Headings help readers quickly scan and save time

TOPIC SENTENCES work as paragraph headings First sentence of EVERY paragraph should be a mini-summary

Each following sentence should provide detail SPECIFIC to the opening


the Conclusion

What do you want the reader to DO? Be more INFORMED (informative memo) Hold an OPINION (analytical memo) Take ACTION (recommendation memo)

Whatever you want the memo to do, SAY THIS VERY CLEARLY at both the

beginning and the end


Remember the basic Memo Types based on function

INFORMATIVE or “informational” Communicate information Help people to understand a subject or issue

ANALYTIC or “analytical” Describe and justify a particular conclusion Argue for a particular point of view on a subject or issue

RECOMMENDATION or “proposal” Argue for a particular course of action Convince people to do something about a subject or issue


And always use CLEAR wording!

A memorandum is only effective IF EACH and EVERY sentence is clear, concise, and informative

It’s not an essay, so don’t use needlessly complex essay-like grammar and wording

AT BEST, needlessly wordy or complex wording will confuse readers or waste their time

AT WORST, it will cause readers to perceive you as unprofessional and ineffective

IF you want to be effective, THEN use practically simple, clear, plain everyday wording for memo writing

Hey, what about letters?

Formal business letters are just memos in a different format.

Look at the business letter formatting advice and examples in the textbook.

Follow the examples for formatting the address blocks, salutation, and signature block.

For the body, just follow the general advice for ANY effective general business writing.


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