How To Write Memo

How To Write Memo

• 1. The 7-Step-Plan for writing memos (and letters)
• 2. Overview: The 7 steps 1: Read the question – What is my task? 2: Decide on layout 3: Identify key facts 4: organise content (sequence) 5: constructing content (paragraphs, styles?) 6: write your memo 7: check your memo for mistakes
• 3. Writing memos: The layout (Step 2) First write “Memo” as your title in the middle on top of your page. Include “To” (who should get the memo?) “ From” (who sent the memo?) Subject (what is the memo about?) Date
• 4. MEMO TO: _____________________________________________ FROM: __________________________________________ SUBJECT: _______________________________________ DATE: __________________________________________ _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
• 5. Content (Step 3) Memos are meant to be read quickly. Therefore, content has to be concise but precise in its message. Mark and note down the important key facts in situation and task – at the moment there is no need to order the items.
• 6. Organizing content (Step 4) How can you order your items so they convey a logical and precise message? Could you link key points together? Which points should come first, which last?
• 7. Format of memo Paragraphing? Font? Space between lines? Listings? Other graphic devices? Enclosing something? (more adequate for letters)
• 8. Checking your letter (Step 7) Check with the task: All relevant points are written? In a logical order? Is style and tone appropriate? Is the layout ok? Can it be read “fluently”? Use dictionary: spelling, grammar Have I copied names, addresses etc. correctly?