Memoranda

Whereas letters are for people outside an organization, memoranda (memos) are for people inside an organization.  In large organizations, however, in which each division is autonomous, the corporation's culture determines whether people in different divisions send letters or memos to each other.

The formats of letters and memos are dissimilar.  The simplified format of letters is somewhat similar to the format of memos, for both do not have a salutation and close and both have a subject line.  Audience and format are the only differences between letters and memos.  Both means of communication can be complex or simple, long or short, formal or informal.

A distinct part of a memo is the header, which will vary slightly after the first page.  Date:, To:, From: and Subject:, respectively, are at the top of the first page and are flush with the left margin.  A space separates each item.  Before you send the memo, write your initials next to your name to signify that the memo is genuine and that you proofread it.

Currently memos are attached to emails, and recipients print and archive them.  Similar to emails, memos need specific, concise and relative subject lines.  (For more information on subject lines, please refer to "Electronic Mail.")  Because an effective subject line acts as a title and aids in filing and retrieving, the subject lines of the email and the memo must be, if not identical, correlative.

There are no paragraphic indentations in memos.  Ensure there is a space between paragraphs and between text and headings.  In complex, long and formal memos, headings improve readability, but the first (introductory) paragraph does not require a heading.  With respect to any headings, capitalize the first letter of the first, last and all other words except articles (a, an, the), the to in infinitives, prepositions (on, above, to, for, between, beyond, with, et cetera), and coordinating conjunctions (and, or, nor, for, but, yet and so).  Headings also need to be in boldface.

There are no spaces between lines of text.  With respect to the organization and content of positive, neutral and negative messages, please refer to "Electronic Mail."  The following lists of questions highlight the information in that essay.

Positive and Neutral Messages

1. Is the introductory paragraph a summary of the content, and does it correlate to the structure of the message?
2. Are the headings succinct and relative to the information they introduce?
3. Are there details about the policy or the project?  In other words, does the memo have all the necessary information: places, dates, times, costs, et cetera?
4. Are there reader benefits, and are the benefits realistic?
5. Is each benefit developed fully?  Did you adapt the benefits to the audience, stress the extrinsic and intrinsic advantages, provide grounds (reasons and/or evidence), and create the benfits with a you-attitude?
6. Is the conclusion positive?
7. Is the subject line specific, concise and relative?
8. Is the format correct?

Negative Messages

1. Is the introductory paragraph a summary of the content, and does it correlate to the structure of the message?
2. Is there a description of the problem?
3. Is there a description of the events that caused the problem?  (You will need to include such only when you are writing a memo to your superiors.)
4. Is there an alternative or a compromise that reveals your concerns for the audience?  (You will need to include such only when you are writing a memo to your peers and subordinates.)
5. Is there a description of the way(s) to solve the problem?  (You will need to include such only if you are writing a memo to your superiors.)
6. Is the conclusion positive?  Did you recommend a solution to your superiors and ask them for action, or did you ask your peers and subordinates for input or action?
7. Is the subject line specific, concise and appropriate?  (If you are writing a memo to your superiors, the subject line should be a solution.  If you are writing a memo to your peers or subordinates, the subject line should be the topic of the message.)
8. Is the format correct? 

Some organizations want memos to be no longer than one page.  If you are unable to include all the information on one page, state the central idea, list the primary points, and provide secondary information.  Attach an appendix of details for those who may want more information.  If the organization does not have any paginal restrictions, format the header of the second and subsequent pages in one of the following ways.

     Subject line
     Date
     Page number

     Subject line                           Page number                            Date

Memos are written to introduce or update a policy, to inform of progress or results, or to respond to an event.  Some types of memorandum are summaries, evaluations, progress reports, and field studies.  The content of memos and reports is similar, but memos are short, no longer than three pages.  Documents that are longer than that are reports disguised as memos.