Memo Outline
Memo is a short form for memorandum. It is a written form of communication usually used within an organization. A memo is informal in nature and is mainly used to provide information, introduce a new policy or give updates internally in a company or organization.
The following are the characteristics of an effective memo:
- It should have a statement that grabs the reader’s attention.
- It should provide information or a recommendation.
- It should talk about the next action to be taken as well as give deadlines.
There are several types of memos. They include:
Information memo. This type of memo is used to give or ask for information. It includes:
- First paragraph. This paragraph points out the main idea.
- Second paragraph. It explains the details of the idea in the first paragraph.
- Third paragraph. Explains the action that needs to be taken.
Internal memo proposal. This memo is used to give suggestions to senior management. It consists of:
- First paragraph. Gives the reason for writing the memo.
- Second paragraph. It states the current situation and the writer’s proposal.
- Third paragraph. It describes the advantages of the memo.
- Fourth paragraph, it outlines the disadvantages of the memo.
- Fifth paragraph. This paragraph states a call to action.
Memo Outline
The structure of a memo or memo outline includes has two sections:
1. Heading. It shows who is writing, to whom, why and when. it includes:
To. This section includes:
- A list of people who will receive the memo.
- The name and titles of the recipients. This only applies to formal memos, when the memo is written to superiors or if the recipients do not know each other.
- The first initials and last names of the recipients when they are known to each other.
- Arrangement of the names by rank, department or alphabetically.
From. This section includes:
- The memo’s writer or a list of writers if it is more than one writer.
- Initials of the authors’ names.
Date. This section:
- Includes the date, month and the year that the memo has been written. They should not be written in numerals.
- Should not have abbreviations.
Subject. This section:
- States the main subject of the letter.
- Should be precise and specific.
Cc. this part:
- Gives a list of readers who should have a copy of the memo but are not expected to take the same action as the recipients.
- Can be placed at the end of the memo.
2. Body. The body gives the message and includes the following parts:
- Introduction. The introduction provides the main idea.
- Statements of facts. It explains the problem.
- Argument. This section states the relevance of facts.
- Conclusion. It summarizes the main idea and gives a call to action.