MEMORANDUM

To: Name and Title

From: Your Name and Title (use initials to verify you are the sender)

Date: May 4, 2011
 

Re: Memo Writing (Tip: The "Re:" should always be in title case--capitals except for prepositions, articles, and conjunctions). In a real memo, try to keep the subject to six or seven words. This line may also be called "Subject."

EXECUTIVE SUMMARY: ~~~~~~~~

Memos go to busy people.  For this reason, they should be written in a clear and succinct manner.  They should also be professional in presentation and formatted in a standard memo format (such as the one seen here).   Memos are one of the most common types of communication in organizational settings, so it is my hope that mastering the memo will serve you well in the future.  Hopefully, one day you will be writing memos instead of just receiving them!

The key issue under consideration and the recommended course of action should be present in the first paragraph of the memo (a busy person may not have the time to read further).  Subsequent paragraphs should address the major issues inherent in the issue under consideration, such as how this problem relates to broader questions of governance.  The memo should then spell out criteria for evaluating the various alternatives being considered (cost savings, justice, and effectiveness in meeting goals, for example) and justify them as the important ones worth being taken into consideration in this case.  Then, you should lay out the alternatives and their strengths and weaknesses based on those criteria (a matrix is helpful to convey a great amount of information, see below). 

Here is a sample matrix:

Finally, the recommended policy choice, along with its strengths, weaknesses, and potential consequences, is presented.  Memos should be balanced toward the alternatives considered but also need to convince the reader (the decision-maker) that the policy option chosen is the correct one.  Make your argument rational and persuasive.  Support your assertions with evidence.

Lengthy memos should be preceded by an executive summary encapsulating the main argument of the memo. As a guideline, the executive summary should be approximately ten percent of the length of the memo as a whole. 

Memos will be evaluated on the basis of adherence to the memo format and style guidelines, thoughtful expression of ideas, mobilization of evidence, persuasiveness, and overall presentation. 

For general writing guidelines, see the Writing Well handout at http://people.uncw.edu/tanp/WritingWell.html. 

For some memo-specific guidelines, please note:

• The memo should be left justified.

• Paragraphs are not indented.  Single space between lines. Double space between paragraphs.

• Use subject headings (bolded or underlined) to separate the main sections/ideas of the memo.

• When the memo exceeds one page, all pages after page one should begin with a header. Right align the recipient's name, then on the next line the date, then on the next line "page 2" and so on.

A sample structure to the memo would be the following:

I. Executive summary

II. Table of contents

III. Start of full text of report

IV. Introduction to the issue at hand. Recommendation.

V. (Optional) Issues in governance.  This is optional. Use if it helps to clarify the issue you are covering.  Omit if it takes you off point.

VI. Criteria for evaluation of alternatives with justifications.

VII.  At least three different alternatives (Give each alternative a name/bold it to set it off visually). USE THE SAME CRITERIA TO EVALUATE EACH ALTERNATIVE. Explain, justify, and persuade that your analysis is correct.

VIII. Hit the recommendation again and make sure the justification is clear, so that the reader will be persuaded. Anticipate questions that may arise and answer them before they're asked.

IX. (Optional) Raise issues in implementation that are likely to arise with the adoption of your recommended alternative.