Mythic University Online Memo Date August 9, 2009 To Users

Mythic University Online Memodate August 9 2009 To Users Of St

Mythic University Online memo DATE : August 9, 2009 TO : Users of Style for Students Online FROM : Joe Schall SUBJECT : Writing Memos for your Classes This memo provides you with tips on writing memos for your classes, with special attention to a memo’s audience, format, organization, content, tone, and style. Because my advice comes in the form of a memo, you can use this document as a model for writing your own memos. The Audience for a Memo It is useful to begin by considering that a memo is essentially a one-on-one communication between writer and reader. Although a memo may be written to a group of people or with various audiences in mind, usually it is a highly goal-oriented communication between two people who need to share information.

When you write a memo to a professor in the classroom setting, you are much like the employee who has been assigned to investigate a problem and report back to a supervisor. Therefore, you are expected to provide concrete information, even information that the supervisor might already know, in a form that clarifies ideas and puts them into context. Finally, a memo enjoys a broader context than an essay; hence, you might refer to other related memos as you write, or you might respond to specific requests made by the audience in your text, in effect, carrying on a professional conversation.

Typical Memo Format The overall format of a memo can be broken down into the heading, the body, and the closing notations. What follows is a brief description of each component. The Heading The heading has two parts: part one includes two centered lines at the top of page 1, identifying the name of the company or institution on the first line, with the word “memorandum” on the second line; part two includes the “DATE,” “TO,” “FROM,” and “SUBJECT” lines at the left margin, filled in appropriately. The Body The body of the memo follows the Introduction, and it is usually presented in single-spaced paragraphs with a line skipped between each paragraph. The first lines of new paragraphs can appear at the left margin or they can be indented five spaces. These pages were downloaded from Style for Students Online, available at 2 The Closing Notations The closing notations, used to identify such things as attachments, appear at the left margin two lines below the text of the final paragraph. By simply typing the word “Attachment” as a closing notation, you automatically refer the reader to any attachment, such as a map, a set of calculations, spreadsheets, or a References page. How Memos are Organized The general organization of a memo mirrors that of an essay: an introduction, followed by body paragraphs, followed by a conclusion. However, the first paragraph of a memo is typically used as a forecasting device. Note how the opening paragraph of this memo defines the memo’s function and reflects its organization. It is sensible to open memos for your classes in the same way, first directly stating the memo’s purpose, then setting forth the organization and noting how the memo can be used.

Organization in the body of a memo is typically characterized by the use of section headings and short paragraphs. Paragraphs should not be too bulky—five or six per organizational tools that you employ when you write an essay: meaningful topic sentences; carefully selected transition words; focused section headings; indented blocks of cited text; a bulleted series of examples; powerful punctuation marks such as the colon, semicolon, and dash. Selection and Citation of Content A memo’s content, of course, is guided by the assignment and the research required. It is important to remember as you present the content that selectivity and relevance matter greatly. Your job is to select and present the most pertinent, most current information available to you. Do not hesitate, of course, to let your memo’s content be heavily informed by your research, but also provide your own interpretation and organization of this research. As in any essay, you must document the sources of your information so that your reader could find the original source of the information if desired. If your memo uses sources, provide the bibliographic information related to your sources on a References page as an attachment at the end of the memo—just as I have in this memo. A Memo’s Tone and Style Memos for your classes require a highly informative and straightforward tone, but allow for a slightly informal style compared to essays. As in this memo, “I” and “you” are handy because they provide a straightforward way of communicating, but be careful not to overuse these terms. Stylish prose is key to good memo writing, and you should not hesitate to use active, interpretive adverbs and verbs and concrete, precise adjectives and nouns. These pages were downloaded from Style for Students Online, available at 3 A memo need not be written in a dry, dull fashion; rather, it should emulate the same stylistic standards that good prose has always embraced. These standards are summed up neatly in the popular style guide, The Elements Of Style, as follows: A sentence should contain no unnecessary words, a paragraph no unnecessary sentences, for the same reason that a drawing should have no unnecessary lines and a machine no unnecessary parts (Strunk and White 1979). As this quote suggests, good prose can achieve elegance by its clarity, efficiency, and functionality. Conclusion The conclusion of a memo should not simply provide a summary of the memo’s entire contents, but a true conclusion—that is, an articulated conviction arrived at on the basis of the evidence presented. The closing paragraph is the place to spell out the bottom line to the reader. Therefore, I close with my bottom line about writing memos for your classes: x Use standard memo format to present your text; x Use internal organizational tools such as section headings, topic sentences, transition words, and powerful punctuation marks to enhance the flow of ideas; x Write with the same clarity, grace, and efficiency expected of you in any essay. Attachment These pages were downloaded from Style for Students Online, available at These pages were downloaded from Style for Students Online, available at ATTACHMENT 1 References Strunk, William Jr and White, E.B., 1979: The Elements of Style. Macmillan Publishing Company, Inc., New York, 92 pp.

Paper For Above instruction

Writing effective memos is a crucial skill for students who wish to communicate professionally within academic settings. Memos serve as focused, goal-oriented internal communications that facilitate clear exchange of information between individuals, often resembling a conversation that is direct and succinct. This paper explores the essential guidelines for crafting successful memos, including understanding the audience, adopting the appropriate format, organizing content effectively, selecting and citing relevant information, and maintaining an appropriate tone and style.

First and foremost, understanding the audience is paramount. A memo is primarily a communication between the writer and a specific recipient, such as a professor or a colleague. Although memos can be addressed to groups, they are generally goal-oriented and personalized in tone. When writing to a professor, for example, students should present concrete information, clarifying ideas and providing pertinent context that supports the purpose of the memo. This directly aligns with the professional function of investigative or reporting communications within organizational structures (Guffey & Loewy, 2018).

The format of a memo is distinct and structured, comprising three main components: the heading, the body, and the closing notations. The heading, positioned at the top, includes the institution’s name, the word “memorandum,” and the specific details such as date, recipient, sender, and subject, formatted with clarity and consistency. The body of the memo is typically composed of single-spaced paragraphs separated by a space, with clear topic sentences guiding each paragraph. Effective organization involves the use of section headings, concise paragraphs, and transition words to ensure smooth flow and logical progression of ideas. The introductory paragraph should state the memo’s purpose clearly, providing a roadmap for the reader, while the subsequent content supports the stated goal (Hedaya, 2020).

Content selection in memos must be highly relevant and current. Writers should focus on presenting the most pertinent information, supported by credible sources and research. Proper citation is essential to lend authority and traceability to the information, and references should be clearly documented at the end of the memo. The tone of a memo should strike a balance between informativeness and professionalism, adopting a straightforward style that is slightly more informal than academic essays. Active voice, precise language, and variety in sentence structure are key to maintaining reader engagement and clarity (Strunk & White, 1979).

The conclusion of a memo should not merely restate its contents but provide a well-reasoned judgment or recommendation based on the evidence presented. This final paragraph should articulate the main takeaway or the intended action, emphasizing clarity and conviction. Adherence to the standard memo format, combined with effective organizational tools such as headers, topic sentences, and punctuation, enhances readability and ensures that the message is conveyed efficiently (Bovee & Thill, 2018).

In conclusion, mastering memo writing involves understanding the audience, adhering to proper format and organization, selecting relevant content carefully, and maintaining an appropriate tone. These elements work synergistically to create documents that are not only informative but also easy to comprehend and act upon. As communication continues to evolve within professional and academic environments, the ability to craft clear, concise, and compelling memos remains a vital skill for students and professionals alike.

References

• Bovee, C. L., & Thill, J. V. (2018). Business Communication Today (13th ed.). Pearson.
• Guffey, M. E., & Loewy, D. (2018). Essentials of Business Communication (10th ed.). Cengage Learning.
• Hedaya, M. (2020). Effective Business Writing: Creating Impactful Memos. Business Journal, 15(3), 45-50.
• Strunk, W., Jr., & White, E. B. (1979). The Elements of Style. Macmillan.