Successful Memo Writing
DEPARTMENT OF ACCOUNTANCY
UNIVERSITY OF ILLINOIS
MEMORANDUM
TO: Accountancy Project Discovery Students
FROM: Communications Specialists
DATE: Fall 2000
SUBJECT: How to Write a Successful Memo
This memo's purpose is to explain how to write a memo that successfully conveys a message accurately, concisely, and coherently. Memos are the major form of internal communication in most organizations, so it is vital that business writers understand how to draft these important documents effectively. This memo will cover the correct memo format first. Then, it will discuss clarity and conciseness, consistency and numbers, passive voice, parallelism, sexist writing, agreement, comma usage and hyphen usage.
USING CORRECT MEMO FORMAT
Unlike conversations, memos leave a "paper trail," so the company can use directives, inquiries, instructions, requests, recommendations, policies and other reports for future reference. Depending on their purpose, memos can range from a few lines to four or five pages. Shorter memos do not require formal introductory and concluding paragraphs. However, most memos assigned in this class will be at least one page long. Therefore, writers should include the appropriate introductions and conclusions.
Every memo should have a header containing the word (prominently displayed) MEMO or MEMORANDUM followed by the organization's name. Writers usually draft memos on company letterhead.
Following the header are four crucial pieces of information: TO: Name and title (the title serves as a record for reference)
FROM: Your name and title (your initials for verification)
DATE: (also serves as a chronological record for future reference)
SUBJECT: Using about five to six words, state the memo's purpose precisely.
This is the most crucial part of the memo. It will determine whether the reader will continue reading. Also, it must accurately represent of the memo's content. A clear subject line helps the reader gauge the memo's
UNIVERSITY OF ILLINOIS
MEMORANDUM
TO: Accountancy Project Discovery Students
FROM: Communications Specialists
DATE: Fall 2000
SUBJECT: How to Write a Successful Memo
This memo's purpose is to explain how to write a memo that successfully conveys a message accurately, concisely, and coherently. Memos are the major form of internal communication in most organizations, so it is vital that business writers understand how to draft these important documents effectively. This memo will cover the correct memo format first. Then, it will discuss clarity and conciseness, consistency and numbers, passive voice, parallelism, sexist writing, agreement, comma usage and hyphen usage.
USING CORRECT MEMO FORMAT
Unlike conversations, memos leave a "paper trail," so the company can use directives, inquiries, instructions, requests, recommendations, policies and other reports for future reference. Depending on their purpose, memos can range from a few lines to four or five pages. Shorter memos do not require formal introductory and concluding paragraphs. However, most memos assigned in this class will be at least one page long. Therefore, writers should include the appropriate introductions and conclusions.
Every memo should have a header containing the word (prominently displayed) MEMO or MEMORANDUM followed by the organization's name. Writers usually draft memos on company letterhead.
Following the header are four crucial pieces of information: TO: Name and title (the title serves as a record for reference)
FROM: Your name and title (your initials for verification)
DATE: (also serves as a chronological record for future reference)
SUBJECT: Using about five to six words, state the memo's purpose precisely.
This is the most crucial part of the memo. It will determine whether the reader will continue reading. Also, it must accurately represent of the memo's content. A clear subject line helps the reader gauge the memo's