For short formal reports that stay within organizations, the memo format is appropriate. Begin with the essential information, move into the body, and then conclude.When assumed the reader is familiar with the topic, memos are written with a direct approach. Memos use an informal tone. Headings, subheadings, and bullets make them read with conciseness. Memos possess a distinct format; they use standard headings: Date, To, From, and Subject (double-line space between these headings):
To: Type the first and last name of the receiver (or a group name, when applicable). It is acceptable to include a title after the receiver’s name and a comma, for example: “Dr. Schreihans, Business Professor.”
From: Type your first and last name.If you included a title after the receiver’s name, include a title after your name. Initials may be required here also. Initials after your name validate the document.
Date: Type the full date, month and year.
Subject: Include a descriptive subject line.
Memos can also include the titles of “RE:” to indicate response to a subject, and “CC:” to indicate names of people who will receive a copy of the memo. “RE:” and “CC:” when used, should contain associated information. Students not familiar with memos are encouraged to read associated sections in the assigned textbook chapter. In the “real-world” always check to find out what the organization’s policies are on memo formats.
Cluster Diagram, Outline, and Memo
Imagine! A fabulous job opportunity came about. Its application process requires that you submit a well-written letter, which reviews both; (1) your position interest and, (2) your personal characteristics (only). You are a bit perplexed?
To make sure the letter sent is appropriate, and includes audience directed information, you decide to seek assistance. You contact Jane Sims, Director, CSUSB Career Center, by way of a memo. Within this memo, you explain the position opportunity, and the audience who will review this letter. You ask that Jane shares her letter expertise with you, because you really, need her feedback. For her critique, the memo includes a list of your personal characteristics (3-6, with support/examples). Memo’s end has a request for future advisement.
Memo, follow the steps below:
Create a cluster diagram which organizes:
Audience of review
Turn your cluster diagram into an outline which includes memo format(s).
With the outline as a guide, draft the memo to Jane Sims.
Check its readability and note the score at document’s end.
Submit your completed work to Turnitin. (One submission; 1 document w/3 sections.)