Opening & Ending
A Memo's Opening
Typically, a memo should begin with you stating your precise purpose in writing it. That may begin with a brief summary of the problem, but the main point should be covered.Examples:
- The office will be open the day after Christmas.
- Because of the damage the fire caused to the lower level of the building, all employees with first-floor offices temporarily will use the computers in the training room to do their work.
The exceptions to putting the main idea first are when:
- You are giving bad news.
- When readers are likely to be skeptical.
- When you are in disagreement with your superiors.
In the above cases, it will work to your advantage to use a more persuasive tactic by first stating the problem and then presenting points that support your recommendation. When done properly, this method can lead readers to your desired conclusion before you even tell them what it is.
Making Your Memo Easy to Read
Long blocks of text are hard to read and unappealing to look at. It is often a good idea to use short paragraphs, headings, and lists to break up text and lay your message out in a logical format.
Short paragraphs: Try to limit each paragraph to one idea. If a one-paragraph idea seems too long, see if you can make your point more precise or try to create two paragraphs, each communicating a different part of the point.
Headings: In long memos, headings are a great way to divide the material into manageable segments. They not only call attention to main topics but they let the reader know when there is a change in topic.
Lists: Using lists to emphasize critical points is much more persuasive than lost text in a lengthy paragraph. Just be sure not to overdo bulleted or numbered points. A memo full of lists is difficult to understand because readers need to connect the points themselves, rather than being guided by text.
A Memo's Ending
Typically, memos do not require a conclusion other than the optional "Please contact me if you have questions" or something similar. Memos are not letters and do not require the writer to include a closing signature. To signify that you wrote and approve of the memo, a writer should write his or her initials next to the name in the "From" line of the heading.The Parts of a Business Memo:
- Date
- To
- From
- Subject
- Body
Here is an example of a typical business memo:
MEMORANDUM
DATE: |
May 23, 20-- |
TO: |
Advertising Department |
FROM: |
Mandy Joyne |
SUBJECT: |
Third- and fourth-quarter marketing ideas |
After our meeting on Tuesday, we had a chance to review your marketing suggestions for the third and fourth quarters and would like to immediately move forward with the "Back to School" series of advertisements.
The main points we would like addressed in each "Back to School" ad are:
- 20 percent discount for all class sign-ups during August and September.
- Free Dashing Dance School T-shirt for all new dancers.
- New "Hip Hop Moves" and "Techno Funk" classes begin September 15 and were choreographed by Johnny James from the "Dancing Shoes Kickoff" TV show.
- After-school classes begin at 3 p.m. and 3:30 p.m.
We are still reviewing the other marketing ideas you presented but wanted to give you the go-ahead on this one. Thanks for all your hard work, and we will have a decision on the remaining ideas within a week or two.
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