HOW MAKING A MEMO..
1.
Write
the heading segment.
Specify who the memo is for and who sent it. The heading segment should also
include the complete and exact date the memo was written, and the subject
matter (what the memo is about). A sample heading would look like:
To: Name and job title of the recipient
From: Your name and job title
Date: Complete date when the memo was written
Subject: (or RE:) What the memo is about (highlighted in some way)
2. Consider who
the audience should be. In order to get people to read and respond to the
memo, it’s important to tailor the tone, length, and level of formality of the
memo to the audience who will be reading it. Doing this effectively requires
that you have a good idea of who the memo is intended for.
3. Introduce the problem or issue to
your readers in the opening segment.
Briefly give them the context behind the action you wish them to take. This is
somewhat like a thesis statement, which introduces the topic and states why it
matters.
4. Suggest ways to address the issue in
the summary segment.
What you are summarizing here are the key actions you would like your readers
to take.
5. Support your course of action in the
discussion segment.
Be persuasive. State how the readers will benefit from taking the action you
recommend, or be disadvantaged through lack of action.
6. Close the memo with a friendly ending
that restates what actions you want the reader to take. You might want to include a
statement like, "I will be glad to discuss these recommendations with you
later on and follow through on any decisions you make."
7. Review and
edit your memo to make sure that it is clear, concise, persuasive, and free of
errors. Check that you are consistent in the type of language that you use, and
eliminate unnecessary scholarly words or technical jargon.
·
Review for spelling, grammar, and content errors. Pay
particular attention to names, dates, or numbers.
·
Check that it is not excessively long, and cut out any
extraneous material.
Parts of a Memo
Standard
memos are divided into segments to organize the information and to help achieve
the writer's purpose.
Heading Segment
The heading
segment follows this general format:
TO:
(readers' names and job titles)
FROM: (your
name and job title)
DATE:
(complete and current date)
SUBJECT:
(what the memo is about, highlighted in some way)
Make sure
you address the reader by his or her correct name and job title. You might call
the company president "Maxi" on the golf course or in an informal note,
but "Rita Maxwell, President" would be more appropriate for a formal
memo. Be specific and concise in your subject line. For example,
"Clothes" as a subject line could mean anything from a dress code
update to a production issue. Instead use something like, "Fall Clothes
Line Promotion."
Opening Segment
The purpose
of a memo is usually found in the opening paragraph and includes: the purpose
of the memo, the context and problem, and the specific assignment or task.
Before indulging the reader with details and the context, give the reader a
brief overview of what the memo will be about. Choosing how specific your
introduction will be depends on your memo plan style. The more direct the memo
plan, the more explicit the introduction should be. Including the purpose of
the memo will help clarify the reason the audience should read this document.
The introduction should be brief, and should be approximately the length of a
short paragraph.
Context
The context
is the event, circumstance, or background of the problem you are solving. You
may use a paragraph or a few sentences to establish the background and state
the problem. Oftentimes it is sufficient to use the opening of a sentence to
completely explain the context, such as,
"Through
market research and analysis..."
Include only
what your reader needs, but be sure it is clear.
Task Segment
One
essential portion of a memo is the task statement where you should describe
what you are doing to help solve the problem. If the action was requested, your
task may be indicated by a sentence opening like,
"You
asked that I look at...."
If you want
to explain your intentions, you might say,
"To
determine the best method of promoting the new fall line, I will...."
Include only
as much information as is needed by the decision-makers in the context, but be
convincing that a real problem exists. Do not ramble on with insignificant
details. If you are having trouble putting the task into words, consider
whether you have clarified the situation. You may need to do more planning
before you're ready to write your memo. Make sure your purpose-statement
forecast divides your subject into the most important topics that the
decision-maker needs.
Summary Segment
If your memo
is longer than a page, you may want to include a separate summary segment.
However, this section not necessary for short memos and should not take up a
significant amount of space. This segment provides a brief statement of the key
recommendations you have reached. These will help your reader understand the
key points of the memo immediately. This segment may also include references to
methods and sources you have used in your research.
Discussion Segments
The
discussion segments are the longest portions of the memo, and are the parts in
which you include all the details that support your ideas. Begin with the
information that is most important. This may mean that you will start with key
findings or recommendations. Start with your most general information and move
to your specific or supporting facts. (Be sure to use the same format when
including details: strongest to weakest.) The discussion segments include the
supporting ideas, facts, and research that back up your argument in the memo.
Include strong points and evidence to persuade the reader to follow your recommended
actions. If this section is inadequate, the memo will not be as effective as it
could be.
Closing Segment
After the
reader has absorbed all of your information, you want to close with a courteous
ending that states what action you want your reader to take. Make sure you
consider how the reader will benefit from the desired actions and how you can
make those actions easier. For example, you might say,
"I will
be glad to discuss this recommendation with you during our Tuesday trip to the
spa and follow through on any decisions you make."
Necessary Attachments
Make sure
you document your findings or provide detailed information whenever necessary.
You can do this by attaching lists, graphs, tables, etc. at the end of your
memo. Be sure to refer to your attachments in your memo and add a notation
about what is attached below your closing, like this:
Attached:
Focus Group Results, January- May 2007
Contributors:Courtnay Perkins, Allen Brizee.
Summary:
This handout
will help you solve your memo-writing problems by discussing what a memo is,
describing the parts of memos, and providing examples and explanations that
will make your memos more effective.
Sumber :
https://owl.english.purdue.edu/owl/owlprint/590/
http://www.wikihow.com/Write-a-Memo
