What exactly is a Memo?
Short for “memorandum,” a memo is a type of document used to communicate with others in the same organization. Memos (or memoranda) are typically used for fairly short messages of one page or less, but informal reports of several pages may also employ memo format.
So what is the Format of a Memo?
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.
Types of Memos?
In the shortest explanation, there are two types of memo's, 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.
See below for a Sample of a Direct Memo
See below for a Sample of an Indirect Memo
When to Write a Memo?
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
For a more in-depth look at Memos check out the links below.
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