Unit 36: Memos
Learning Objectives
After studying this unit you will be able to:
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- identify memo structure and content
- write a traditional memo
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Introduction
A memo (or memorandum, meaning “reminder”) communicates policies, procedures, short reports, or related official business within an organization. It assumes a one-to-all perspective, broadcasting a message to a group audience, rather than to an individual. Memos are objective in tone and avoid all personal bias or subjective preference, especially because they may have legal standing when reflecting policies or procedures. Accuracy is therefore paramount in memos lest ambiguities result in mistakes that then become legal matters (Business Communication for Success, 2015).
Before exploring memos in more detail, let’s review the advantages, disadvantages, and occasions for using memos given earlier in Table 36.1 on channel selection.
Table 36.1: Memo Pros, Cons, and Proper Use
Knowledge Check
Memo Purpose
A memo’s purpose is often to inform, but it occasionally includes an element of persuasion or call to action. Memos are most appropriately used for internal organizational messages that may be too detailed or too long to be communicated via an email. Memos allow organizations to clearly spell-out for all employees what is going on with a particular issue. If budget cuts are a concern, then it may be wise to send a memo explaining the imminent changes. If a company wants employees to take action, it may also issue a memorandum about that action. In this way, memos often represent the business or organization’s interests. They may also include statements that align business and employee interest, and underscore common ground and benefit (Business Communication for Success, 2015). Memos usually carry nonsensitive and routine information; therefore, most emails will be written using the direct approach.
Memo Format
A memo has four distinct sections: header, purpose statement, body, and call-to-action. Memos often have letterheads with the word “MEMO” written clearly with the company name and logo at the top of the page. Below are the header fields identifying the recipient, author, date, and subject much like you would see in an email. In fact, email header fields are based on those traditionally found in memos, so the same principles for what to include here, such as how to title the document in the subject line, are true of emails (see unit 32).
Unlike emails, memos omit the opening salutation but, from there, are similar in their three-part message organization with an opening, body, and closing. Always direct-approach, the memo message opening states the main point, the body supports this with details, and the closing gives action information or a summary. Let’s examine each section of a memo in more detail. Figure 36.1 provides a sample memo for review.
Header: The header of a memo provides logistical information:
- The Date provides the complete and current date. To avoid confusion,