AT A GLANCE

Guidelines for Writing Effective Memos

  • Write the name of the recipient, your name, the subject, and the date on separate lines at the top.
  • Begin with the most important information: depending on the memo’s purpose, you may have to provide background information, define the task or problem, or clarify the memo’s goal.
  • Use your opening paragraph to focus on how the information you convey affects your readers.
  • Focus each subsequent paragraph on one idea pertaining to the subject.
  • Present information concisely and from the readers’ perspective.
  • Emphasize exactly what you want readers to do and when.
  • Use attachments for detailed supporting information.
  • For print memos, initial your memo next to your name.
  • Adjust your style and tone to fit your audience.
  • Attempt to build goodwill in your conclusion.