Eng 209/WI Business Writing

Parts of Memo Reports

The following information on the parts of memorandum reports is presented as a memo report. It is one of the most useful documents you will write.

Letterhead

Memorandum June 21, 2xxx To: From: Subject: Kau'i Nichols, Associate Professor Ms. Pat Hurley, Professor, Eng 209W Parts of Memorandum Reports: Preparing Professional-Looking Documents

Introduction The key to writing an effective memo is to keep the goal of the goal of all business communications in mind: to get our readers to do what we want them to do and to promote goodwill. Understanding how memos reports are organized can help us to accomplish this goal. As you requested, here is information on effective memo reports. Parts and Organization of Memorandum Reports Memos and memorandum reports are not the same thing. A memo can be a handwritten note to your coworker about meeting for lunch. On the other hand, a memo report is a REPORT. It is always typed and usually has an introduction, a well-developed body with headings, and a conclusion. The Introduction The introduction (1) builds goodwill and (2) answers the two questions a busy executive asks every time s/he receives a piece of correspondence: whats this and why me? The topic tells a busy executive what the memo is about. It answers Whats this The reason for sending tells why that reader is getting the memo, answering Why me? The language is conversational and plain and avoids the outdated and unfriendly Per your request or Pursuant to your request. The tone is friendly, courteous and positive to make a good first impression. An effective intro establishes a rapport with the reader. Memos and letters should not begin with I or We since the focus must be on the reader and not on us, the writers.

Professor Pat Hurley http://emedia.leeward.hawaii.edu/hurley/index.htm, University of Hawai'i Leeward Community College

Eng 209/WI Business Writing

Kau'i Nichols

June 21, 20xx

The length is short and concise so the reader can understand the message in a quick reading without being scared off by a long paragraph

The Body/Discussion The body is the main and largest part of the memo report. Its function is to report complete, correct and current information The headings (1st, 2nd and 3rd levels) help the reader follow from one idea to the next. This memo has both 1st and 2nd level headings that help your eye to make sense of the organization before you actually read the content. Imperative verbs, which have you as their subject, are avoided. It is inappropriate to use a memo report to give instructions and commands. Memo reports must not tell your readers what they should do. Imperative verbs (and the you pronoun) are condescending; they talk down to readers. For example, if our boss tells us to be courteous, s/he is implying that were rude. Insulting our readers is not the way to get them to do what we want them to do. Instead of giving instructions that tell what you, the readers, must do, a memo report focuses on giving information that tell what effective writers do or what the 8 Cs mean or what email etiquette is Conversational, plain language reaches the reader, who might not have the education, vocabulary or experience that we have. Short sentences and paragraphs are much easier to understand Concise and precise language gets to the point and ensures that our messages are clear. Concise messages save time and money by being clear the first time, thus eliminating the need for follow up letters and explanations. The 8 C Principles completeness, clarity, concreteness, correctness, conciseness, consideration, courtesy, candid are guidelines for effective messages Good document design bullets, spacing, headers make the memo look professional and help the reader to understand the memo the first time s/he reads it Visual aids are used whenever possible if they will help the reader understand the message better.

The Conclusion The conclusion is summarizes the memo and ties up any loose ends. The summary restates the topic of the memo in 1 2 sentences. The polite closure offers the best way to contact the writer to ask questions, to look at samples, or to talk story. It is friendly, uses conversational, plain language and avoids the wordy and vague Feel free, Dont hesitate to and Contact. An effective polite closure provides extension numbers or email addresses: If you have any questions, please call me at Ext. 1234. The tone is friendly, courteous and positive to make a good last impression. An effective conclusion builds goodwill. It avoids implying that the reader needs the information. For

Professor Pat Hurley http://emedia.leeward.hawaii.edu/hurley/index.htm, University of Hawai'i Leeward Community College

Eng 209/WI Business Writing

Kau'i Nichols

June 21, 20xx

example, The 8 Cs will make you a good writer implies that the writer is not good now. A better sentence is, The 8 Cs make us better writers or The 8 Cs result in better messages Conclusion

As you can see, writing professional-looking memo reports is easy. Effective memos accomplish our goals and help us to prosper in business. If you have any questions or youd like to see more examples, please email me at phurley@hawaii.edu or call me at ext. 426 anytime.

Professor Pat Hurley http://emedia.leeward.hawaii.edu/hurley/index.htm, University of Hawai'i Leeward Community College