How to Write a Memo
By: Pat Cassingham
Step 1. Determine who you are writing this memo to.
• Do this to determine your audience’s priorities and the tone that should be used.
Step 2. Start the memo with the Heading Segment.
• The heading segment should include to whom the memo is written, who has written the memo, the date the memo was written, and what the subject of the memo is. The first line of the heading should read "To:" then state the recipient. The next line, "From:" states your full name. The third line, "Date:" should contain the date that the memo was written. The final line of the heading, "Subject:" should state what the memo is about, and should be highlighted in some way.
Step 3. Write the Opening Statement next.
• State the purpose of the memo and identify the exact reason for writing the memo to make it clear to the reader.
Step 4. Write the Summary Segment.
• This segment should provide a brief statement of important suggestions. This will help the reader quickly understand the key points of the memo.
Step 5. Write the Discussion Segment.
• In this segment, include all of the details that support your ideas and recommendations for solving the problem. You can also discuss future problems and how they will not occur because of your recommendations.
Step 6. Write the closing Statement.
• Close the memo with a friendly ending that states what actions you want the reader to take.
Warning: Make sure to spell check the memo before sending it out and make sure the memo has a neat professional appearance to it.
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