Contact The Effective Writing Center
贰-尘补颈濒:听writingcenter@umgc.edu
Review formatting guidelines for writing an effective memo.
Date:聽Date of memo (example: January 1, 2010)
To:聽Person(s) to whom the memo is primarily addressed (examples: James Brown, Director of Communications or Estates and Litigation Department)
cc:聽Name of anyone else who receives a copy
From:聽Author of memo, usually followed by his/her handwritten initials
Subject: or Re:聽Concise statement of the memo鈥檚 topic (example: Enrollment in New Benefits Program)
Recipients of memos often read them in a hurry, so it helps to write short sentences and paragraphs. It鈥檚 also important to clearly explain the reason for the memo in the first paragraph. For example, if this memo informs employees that they must enroll in a new benefits program, the first paragraph would explain that the organization has decided to implement a new insurance program and that all employees need to enroll within the next thirty days.
The following paragraphs (if there are any) will include any accompanying or supporting information. In the benefits enrollment memo model, the second paragraph might explain the reason(s) for the change in benefits, and inform the readers of how the changes may (or may not) affect them.
A memo鈥檚 final paragraph should clearly state the specific action(s) that the readers need to take. This final paragraph might inform the recipients that they may enroll in person, by mail, or online, and include specific information about where and how to enroll (office locations, addresses, URLs, etc.). It would also remind the readers of the deadline as well as listing the contact information of benefits specialists, in case employees have questions or concerns. Finally, it would emphasize the benefits or positive outcome of the policy changes.
Attachments:聽If including reports, charts, or other accompanying information, always mention this at the bottom of the page.