SEMINAR XII
A MEMO
Memo writing is something of an art form. A letter is not a memo, nor is a memo a letter. A memo is a short, to the point communication conveying your thoughts, reactions or opinion on something. A memo can call people to action or broadcast a bit of timely news. With memo writing, shorter is better.
As with all writing, memo writing needs a structure. Because they are short, rambling meanderings will soon destroy the memo’s effectiveness and become a waste of productive time to those that read it and to the person who wrote it.
Types of Memos
There are four types of memos you might have to write, each with its own organizational format: information, problem-solving, persuasion, and internal memo proposal.
Information Memo
- used to deliver or request information or assistance
- first paragraph provides main idea
- second paragraph expands on the details
- third paragraph outlines the action required
Problem-solving Memo
- suggests a specific action to improve a situation
- first paragraph states the problem
- second paragraph analyzes the problem
- third paragraph makes a recommendation
- when making a recommendation, include not only the positive details but also the drawbacks and diffuse them yourself
Persuasion Memo
- used to encourage the reader to undertake an action he or she doesn't have to take
- first paragraph begins with an agreeable point
- second paragraph introduces the idea
- third paragraph states benefits to the reader
- fourth paragraph outlines the action required
- fifth paragraph ends with a call to action
Internal Memo Proposal
- used to convey suggestions to senior management
- first paragraph states reason for writing
- second paragraph outlines present situation and states writer's proposal
- third paragraph describes advantage(s)
- fourth paragraph mentions and diffuses disadvantage(s)
- fifth paragraph ends with a call to action
Regardless of your purpose, memos are generally divided into segments in order to organize the information and to achieve your intention.
