Format
The format of a memo follows the general guidelines of business writing. A memo is usually a page or two long, should be single spaced and left justified. Instead of using indentations to show new paragraphs, skip a line between sentences. Business materials should be concise and easy to read. Therefore it is beneficial to use headings and lists to help the reader pinpoint certain information.
You can help your reader understand your memo better by using headings for the summary and the discussion segments that follow it. Write headings that are short but that clarify the content of the segment. For example, instead of using “About Pace,” try “Professional education at Pace University.” The major headings you choose should be concepts that are incorporated in your purpose-statement in the opening paragraph.
For easy reading, put important points or details into lists rather than paragraphs when possible. This will draw the readers’ attention to the section and help the audience remember the information better. Using lists will help you be concise when writing a memo.
Before writing a letter or memo, consider:
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- Purpose – why the document is being written, the goals of the document.
- Audience – who will read the document.
- Stakeholders – who may be affected by the document.
- Context – the background of and situation in which the document is created.
Business writing focuses on the expectations, goals, situations, and needs of the readers. Consider readers and:
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- Their expectations. What information do your readers expect to get? What can be provided to your readers?
- Their characteristics. Who, specifically, is reading the document? Is the audience part of the decision making process? Will stakeholders read it? What organizational positions does the audience hold and how might this affect expectations?
- Their goals. What are your readers planning to accomplish? What should be included in your document so that your readers get the information they need?
- Their context. For what type of situation do the readers need this information?
- Use of the document. Identify the information readers will need and make that information easily accessible and understandable.
- Make your documents persuasive.
