6.4 Memos
A memo (or memorandum, meaning “reminder”) is normally used for communicating policies, procedures, or related official business within an organization. It is often written from a one-to-all perspective (like mass communication), broadcasting a message to an audience, rather than a one-on-one, interpersonal communication. It may also be used to update a team on activities for a given project or to inform a specific group within a company of an event, action, or observance.
Memos can be tricky because they often communicate to multiple audiences who have different levels of knowledge about the context. For example, if you are communicating a new company policy, different types of employees will want to know exactly how the policy impacts them.
Common Memo Writing Situations
Memos are used in a variety of workplace communication situations, from documentation of procedures and policies to simple announcements. Below are some common types of memos:
- Policies (changes and new)
- Instructions
- Procedures
- Announcements
- Trip reports
Format
Memos are distinguished by a header that includes DATE, TO, FROM, and SUBJECT lines. Other lines, such as CC or BCC, may be added as needed. An RE (“Reference”) line may be used instead of SUBJECT, but this use is becoming rarer as “RE” is often mistaken as “Reply” because of its use in email.
- DATE: List the date on which the memo is distributed.
- TO: List the names of the recipients of the memo. If there are several recipients, it’s acceptable to use a group name, such as “All Employees” or “Personnel Committee Members.”
- FROM: List the name and job title of the writer(s).
- SUBJECT: Think of the SUBJECT line as the title for the memo. Make it specific so that readers can immediately identify the topic.
These headings may be double- or single-spaced, and the SUBJECT line is sometimes written in all capital letters. Furthermore, the order of the items can vary. Many organizations have their own style preferences on these issues. If not, the order listed above, double-spaced, is the most common. The text of memos typically uses block format, with single-spaced lines, an extra space between paragraphs, and no indentions for new paragraphs.
Organization
Professional memos are organized according to one of two strategies: Direct and indirect.
- The direct organization strategy presents the purpose of the document in the first paragraph (sometimes the first sentence) and provides supporting details in the body.
- The indirect organization strategy opens with relevant, attention-getting details that do not directly state the purpose of the document. The purpose is revealed in the body of the message, usually sandwiched between supporting details.
The direct approach is used for good news or routine communication; the indirect approach is used for persuasive, sales, or bad news messages. A directly stated purpose is welcome in good news or routine messages but could be viewed as abrupt or insensitive in a