Writing a memoWRITING FOR COMMUNICATION PROFESSIONS (CEDARVILLE UNIV.)

ADAPTED FROM PURDUE UNIV. ONLINE WRITING LAB AND

LOYOLA-NEW ORLEANS WRITING ACROSS THE CURRICULUM

Purpose GeneralTo share important information

To make requests

To create a documentation trail for a project

More specificallyPersuade

Instruct

Give a report

What to include Clearly state your purposeWhat?

Why?

How?

The facts the reader needs to knowWho, Where, When

How to actRequest or order actions

State actions you will take

Writing reminders AudienceRemember who you are writing to

Subject lineBe informative, upfront about your purpose

LengthUsually no more than one page

Writing remindersCoherentSimple and logical structure

Focus on one problem or issue

Each paragraph should focus on one idea

ConciseAvoid clutter and wordiness

Use attachments or separate summaries for additional information

Writing remindersWord usage (common language)Use accessible, clear, direct, simple words

Be specific, not vague or general

Be concrete, not abstract

ToneNeutral and positive as it applies

Avoid emotionally charged words

Be professional

Segments of memo Opening/Brief overviewDo not use a salutation such as: Dear, Mrs. Smith

State purpose

Provide context and problem

Specific assignment or task

Segments of memo Task(s)Event, circumstance or background of the problem

Length will vary

Include only what reader needs to know now

Be clear

Segments of memo ContextWhat you are doing to solve the problem

Include only needed information, but be convincing that a problem exists

Avoid insignificant details

Segments of memo SummaryFor memos longer than a page (not needed for our purposes on this assignment)

Brief statement of key recommendations and research methods and resources

Segments of memo DiscussionLonger portions with details to support ideas (for our purposes this is what we will do with the proposal you will write next week)

Brief statement of key recommendations and research methods and resources

ClosingCourteous ending to state action to be taken

For example: I will submit a detailed proposal to you next week. Please let me know if you have any questions.

Do not close like you would close a letter or an email