Some Notes about Memos
Introduction
Memos are used to communicate everything from routine details to complete reports. They are used to inform people about a specific issue. Generally they will consist of a few short paragraphs, but can be much longer.
Memo Format
There are various templates available that can be used for memos. (For examples see Microsoft Word memo templates.) However, regardless of the template, a memo should have the following basic structure:
Company and/or department name
Header:
Consists of the following:
• To: (who is the memo being sent to)
• Cc: (any courtesy copies to other people who also need to be informed)
• From: (who sent it)
• Subject: (what is the subject of the memo – summarises the main idea, i.e. what the memo is about)
• Date: (date sent)
Body:
The body should convey the message. The tone, length and level of formality should be tailored to the particular audience. It does not begin with a salutation such as Dear Dr. Jarvis. Instead, you should go straight into your introduction. The body of the memo should consist of:
• Introduction – this should clarify what the memo is about, explain why you are writing the memo and supply any background information (if required)
• Main points - The aim is to keep the memo clear and succinct. It should be as concise and focused as possible. Plan the content of the body so that you convey the information in a clear, logical order. Keep paragraphs short and focussed with one main idea per paragraph. Use bullet points to list information where relevant.
• Close – The final paragraph should end positively and courteously stating any expected outcome or actions. The actual content will depending on the audience and purpose of the memo. For example, the final statement could:
o Explain that no further action is necessary on the part of the recipient, but offer to discuss the content of the memo further and explain that you will keep the recipient updated on progress.
o Ask for comments by a particular date (e.g. “Please send me your comments and suggestions by February 25th)
o Suggest a meeting to discuss the details and future plans further (e.g. “I would be happy to meet early next week to discuss any details and future plans regarding the next stage in the project” )
A signature is not always required at the end of a memo. However, you can end the memo with a salutation such as “kind regards” or “thank you” followed by your name. You can choose to use either your first name or your first and last name depending on how well you know the recipient and the formality of the memo.