Memorandums

Definition

Memorandums, or memos, are brief (500-1,000-word) documents that are circulated in the workplace. Memos are a routinized document, meaning that they occur regularly as part of a daily routine. Memos are also considered to be a genre—a document that recurs enough that their visual layout and their function is recognizable to most people.

In many cases, the email has replaced the memo; however, some workplaces still use memos, so it’s important that you know what purpose(s) they serve, who they serve, how they function, and what they look like.

As you review this document, keep in mind that all genres—be it memos, lab reports, or technical reports—are meant to be flexible so they can adapt to any given situation. So while all memos have a familiar layout and the same general purpose, the details of the memo will change based on context and preference (one professor might want section headings while another professor does not; one supervisor might want you to include a schedule while another does not). Writing in any genre requires you to be flexible as a writer. This document is an overview of the memo genre and its basic conventions, but in all cases you should adhere to the layout and content preferences of your professor, supervisor, team leader, etc. where they deviate from this document.

Purpose

At its very basic level, a memo informs the reader. But in doing so, a memo can also serve a few other purposes.

Bring attention to a problem (there is a defect in one of our products)

Solve a problem (please use this template for all memos moving forward)

Make an announcement (we would like to welcome and congratulate our newest employee)

Communicate new information (we will be implementing a few new policy changes in the coming weeks)

Persuade the reader to take action (we encourage you all to donate to this cause)

Audience

The general audience for a memo is your colleagues. However, since memos function similarly to emails, you will need to choose your specific recipients and put those names in the “To:” line on the top of the first page (see Memo Template). Be sure to address your memo to only those who need to read it—no more and no less—and include enough information to communicate your point. Save more confidential information (salary information, complaint details, etc.) for a face-to-face meeting or a phone call.

Tone and Style

The tone of your memo depends on your audience; however, since memos are used primarily in professional settings, your tone should be professional. While professional tones can vary, you always want to be courteous, communicate your purpose clearly and concisely, and use appropriate grammar according to your organization.

Like emails, people tend to read memos quickly; therefore, you want to clearly state your purpose in the first sentence of your memo. Memos are also short documents (500-1,000 words or 1-2 pages), so you need to convey your point quickly and concisely. As a general rule of thumb, keep your sentences to fewer than 20 words and paragraphs to fewer than 7 lines.

Sections

As mentioned previously, sections of a memo will vary based on your audience and your direction (from your professor, from your supervisor, etc.). However, most memos have one or more of the following sections (section descriptions included in the Memo Template):

Header. This looks similar to emails headings (To, From, Date, Subject). Be sure to address your readers by their full names and titles (no nicknames). The header should be about 1/8 of your memo.

Opening.

Context/Background.

Discussion.

Conclusion/Action.

Attachments.

Note: The sections listed above aren’t necessarily going to be the section headings of your actual memo! Rather than label your heading “Context/Background,” you’ll need to label it with something more specific to the topic of that section, such as “Quality Assurance Policy.” Also, you can add different sections if you need to—these headings and sections are suggestions, not requirements. The memo needs to be organized in a way that best highlights your message.

Format

Memo formats are informed by business writing guidelines, a style of writing that is known for being concise and easy to read. This is why memos are kept to 1-2 pages and use headings—both of those genre conventions help focus the writing and guide the reader. Memos also use lists when appropriate (although the entire memo should not be one long list), like this one that offers more guidelines on memo formatting:

Margins: 1” all sides

Header: To, From, Date, Subject; all double-spaced

Body Paragraphs: Single-spaced with a double space between paragraphs; no paragraph indentations

Font: Times New Roman or similar; 12 pt.

Section Headings: Times New Roman or similar; 12 pt.; Bold

Resources

You can find many memo resources online, but keep in mind that each one describes aspects of the memo in a different way. That’s okay, though, because genres are meant to be flexible! Here are a few resources that offer memo descriptions and/or examples:

Purdue Owl (excellent source for writing guidelines in general)

Indeed

MIT

Template

Note: THE FIRST TWO PAGES OF THIS DOCUMENT ARE NOT THE MEMO TEMPLATE. The memo template starts on page 3, with a Memo Template shell on page 4—your memo needs to have the VT logo and address in the header and the To:, From:, Date:, and Subject: lines at the top (see next page). Remember: brackets are placeholders for specific information—they should not appear in your final member, so remember to DELETE ALL BRACKETS before submitting your memo if your template uses brackets for place-holder information.

TO: Insert name(s) here, including appropriate titles

FROM: Insert name(s) here

DATE: Insert current date

SUBJECT: Insert descriptive subject line

This memorandum (memo) offers a template for you to use for your memo assignments. This section is referred to the Opening section, and it usually doesn’t have a section heading. It covers the main purpose of your memo and a brief overview of what the memo will be about (think of this as an introduction).

Heading 1

This section offers the reader a bit of background and context about the problem or subject you are addressing in your memo. For instance, if the memo welcomes a new employee, this section might offer a brief bio of that employee or explain what their new role entails. Or, if you are responding to a problem, this section will explain what that problem is and why it’s important. Your Opening and Context/Background combined should be about 1/4 of your memo. Be sure to give this section an appropriate heading that explains to the reader what this section is about.

Heading 2

In this section, you’ll include information that supports your decision—key findings, research, supporting ideas, etc. that support the argument you are making in the memo. Your evidence here should be strong enough to persuade the reader to follow your recommendations. This will be the longest section of the memo and should take up about 1/2 of the memo. Be sure to give this section an appropriate heading that explains to the reader what this section is about.

Heading 3

In this section, summarize what your memo was about and clearly state your recommendations. These recommendations could include a request for action or explain what steps you’re taking to ameliorate a problem. This section should be about 1/8 of your memo. Be sure to give this section an appropriate heading that explains to the reader what this section is about.

Heading 4

Since memos are meant to be short and concise, you may need to include a few additional pieces of information through attachments, such as tables, graphs, or additional documents that you refer to in your memo (attachments are not required for a memo!). Be sure to explain what your attachments are and how they’re relevant to memo. Additionally, remember to use appropriate captions and titles where appropriate. Be sure to give this section an appropriate heading that explains to the reader what this section is about.

TO:

FROM:

DATE:

SUBJECT: