Business Memo Survival Guide Ethos Business Communications Group Updated Fall 2012

BUSINESS MEMO
SURVIVAL GUIDE
Business Memo Survival Guide Ethos Business Communications Group 2
Professional Image for Business Memos

As business memos are primarily internal messages, it is very important that your
message convey an appropriate professional image for you and your team,
department, unit, division, etc. Others in your organization will make assumptions
about you based on the professional image of your memos.


Basics to remember:


1. Accuracy of details

Be sure that you have checked and double-checked the accuracy of your
message. In addition to checking names, dates, and numbers, be sure
that you have all of your facts straight and that any supporting details you
have offered are accurate. Make sure there are no spelling errors.


2. Signature blocks are for letters (not memos)

In memo writing, you do not sign your name at the bottom of the
document. Signing your name at the bottom of a page is for letters only,
as a name signed in ink carries a legal significance. In memos, your name
and title appear at the top of the memo in the information field only.


3. Multi-page memos

Most memos are a maximum of one page in length. However, in the rare
instance that your memo goes beyond one page, do not manipulate the
font size, type face, or margins to artificially force your memo onto one
page. If you can, revise the content of the memo to one page. However, if
there is a need for substantial supporting detail in your memo and you feel
the memo needs to be more than one page, go to two pages and be sure
to paginate the second page (put the page number at the top of the page).








Business Memo Survival Guide Ethos Business Communications Group 3
The Information Field of a Memo:


The information field is the area above the text of the message. This area
contains important information that helps the reader prioritize the message.

To line: Identifies the primary audience
From line: Identifies the sender. Optional to initial this line in ink
Date line: Identifies the date the document is sent
Subject or Re line: Flags the memos content for the reader

--There is no definitive order for the To, From, Date, and Subject lines, but the
Subject line must always come last.

--Use adequate white space and tabs to maximize a memos readability. There
should be at least one line of blank space between each section of the
information field.

--Use job titles for the audience and sender in formal situations (i.e., when sender
is writing in his/her official capacity).

--Align job titles on the line directly below the names, or have the titles
immediately following the name, separated by a comma.

--Use clear notation for dates. There are only two ways to write the date in
business correspondence:

. January 15, 2013 or 15 January 2013

Do not use numerical abbreviations like 01/15/13, as this can create confusion.


--Make your subject lines as descriptive and as concise as possible.

--Highlight your subject lines using one of the following: bold print, capital letters,
or underline. Using bold print to highlight subject lines is the most common
convention.
Business Memo Survival Guide Ethos Business Communications Group 4
The Body of the Memo:


--Use a size 12 typeface and Times New Roman font.
--Do not indent your paragraphs.
--Single space within your paragraphs; double space between paragraphs.

--Write in grammatically complete sentences and in paragraph form.

--Make sure that you use natural paragraph breaks and that your paragraphs are
both unified and coherent.

--Use lists (CFR pp. 120-121) as appropriate to improve readability. However, do
not put negative points in a list, as it will create resistance in your audience. Also,
avoid putting persuasive points in a list, as you cannot layer much complexity.

--Keep your memo focused on a single topic.

--If you are writing to inform, explain, or create good will, use the direct approach
(i.e., begin immediately with the main purpose).


The Conclusion of the Memo:

--Whenever possible, end on a positive, forward-looking note.

--Provide contact numbers as needed.

--Depending on the circumstances, you might request action, set deadlines, etc.

--If you are attaching / enclosing any other documents with your memo, you must
have an enclosure notation at the bottom of your memo. Leave two blank lines
between the end of your memo and the enclosure notation. If you are copying
someone (ccing them) on your memo, include their names and titles between
the end of the text and any enclosure notation. An alternative location for the cc
line is in the information field below the To line.


Business Memo Survival Guide Ethos Business Communications Group 5
Adapt the OIA Approach for Direct Business Memos



Orientation (usually in your first paragraph)

! Frontload your purpose for writing and make it clear
! Establish you view and your baseline tone
! Convey any good (or best) news
! Begin to shape the audiences reaction (as necessary)



Information (usually in your supporting paragraphs)

! Provide the details of your message
! State facts, describe situations, offer clear explanations
! Clearly state any questions or requests
! Be as detailed as possible to improve your chances of getting a useful
response
! Address any audience knowledge deficits
! Offer supporting details as needed
! Use bullets or headings to improve readability



Action (usually in your concluding paragraphs)

! Set any deadlines (as needed) and provide reasonable explanation for
those deadlines
! Give clear instructions if action is required
! Provide contact numbers when appropriate
! Close on a positive, forward-looking note when possible













Business Memo Survival Guide Ethos Business Communications Group 6

DIRECT MEMO SAMPLE 1 (Giving Information)



MEMO



To: Bill Holmes
Executive Director
Undergraduate Program

From: Kevin Stewart
Coordinator
FBA Writing Mentorship Program

Date: January 17, 2009

Re: Update on Mentor Recruitment and Training (2009-01)

________________________________________________________________

The recruitment drive for 2009-01 is now complete and training is underway. We
have selected four new mentors for the term. All of the candidates have
exceptional language and writing skills and will have an immediate and positive
impact on the team. We will have a total of eleven mentors working this term as a
result of the new selections.

Training began last week and will continue daily until the program officially begins
for the term on January 26, 2009.

I have enclosed here the projected estimates for volunteer hours for this quarter.

If you have any questions about the program or you would like to observe one of
the training sessions, call me at extension 5410.

cc: Mary Watson
Student Services Manager

Enclosure: Projected Estimates (Volunteer Hours)
Business Memo Survival Guide Ethos Business Communications Group 7
DIRECT MEMO SAMPLE 2 (Giving Information)



MEMO



To: Krista Wong
Human Resources Manager

cc: Nick Price
CFO

From: Bob Singh
Human Resources Specialist

Date: March 12, 2012

Re: Your information request about Leadership Training at SFU
and UBC

________________________________________________________________

As you requested at last weeks team meeting, I contacted both the SFU Beedie
School of Business and the UBC Sauder School of Business to gather
information about their respective abilities to partner with us in offering an
intensive weekend leadership retreat for our senior managers.

I have reviewed all of the information provided by the universities and I have
compiled a chart comparing costs, availability, and training approaches to help
inform your decision. I have enclosed the chart here; I can send you an electronic
version if you need one.

Please let me know if you would like to meet and discuss the chart or any other
aspect of the research I have completed. I leave for the Montreal conference on
March 18
th
, but I am available to meet anytime before then.

Enclosure: UBC-SFU Comparison Chart