what is memo, How to write a memo, what is it's structure and where it is applied, what is the difference between a memo and letter.

2.  Memo writing is something of an art form. A letter
is not a memo, nor is a memo a letter.
 A memo is a short, to the point communication
conveying your thoughts, reactions or opinion on
something.
 A memo can call people to action or broadcast a bit
of timely news.
 With memo writing, shorter is better. (but you still
NEED to get your point across)

3.  The purpose for using a memo is to make
requests or announcements.
 A copy of the memo is sent to everyone
directly affected by the news it bears, and
the final paragraph of the memo should
clearly spell out what each person is
expected to accomplish in relation to the
memo. (The Call to Action)
 It may be as simple as notifying a team that
a meeting time has been changed with a
final paragraph reminding them to mark their
calendar.

4.  As with all business correspondence, learning
how to write a memo involves proper
structure including specific formatting and
length.
 Memos are generally concise and consist of
a page or less. Avoid rambling. It destroys
the memo's effectiveness.

5.  The structure should be easy-to-read and
designed in such a way that the main points
can be easily spotted.
 To accomplish this it is beneficial to use
headings and lists rather than paragraphs
where possible.
 Headings should be short, and should
clarify what to expect in the text following
each heading.

6.  If the information you plan to send is longer
than a page, it may be better to consider
sending the additional information as an
attachment or a separate document.
 In such cases, the memo serves as a cover
letter.

7.  A general guide for is as follows:
 Header and Closing: Total of 1/4 of the
memo total length
 Opening and explanation of task or
announcement: 1/4 of the memo
 Summary and discussion: 1/2 of the memo

8.  The heading includes important particulars
including who is receiving the memo.
 TO: Who the memo is being sent to. This
includes TO: followed by name(s) and title(s)
 FROM: Who the memo is from. Place your
initials next to your name as your official
"signature."
 DATE: The date the memo is sent.

9.  Your Name
Your Address
Your Town, Your State Zip Code/Postal Code
 Memo
 To: Name(s) of recipients
CC: Name(s) of people receiving carbon
copies
From: Name of sender
Date: Month, day, year

10. The body of the memo will include three components:
 Introduction: This is usually a short paragraph of two or
three sentences that lets people know the reason for
the memo.
 Recommendations or Purpose: This section gets to the
meat of the message using key points, highlights, or
conclusions. This may include facts, statistics, examples
and reasons for the memo.
 Conclusion: The conclusion will make it clear what
action needs to be taken and when it needs to be
completed or reiterates the timely news included in the
memo.

11.  While a memo is used as a primary form of
correspondence within a business, editing is
still a critical step. Be sure to proofread your
memo before it is sent out check that it is
not only professional but says what you want
to convey.

12.  Most business memos are written for one of
three purposes:
 Persuading readers to do something
 Communicating a directive
 Providing technical information

13. Your Name
Your Address
Your Town, Your State Zip Code/Postal Code
Memo
To: Name(s) of recipients
CC: Name(s) of people receiving carbon copies
From: Name of sender
Date: Month, day, year
Re: Need for New Memo Format
I've noticed we don't seem to be able to communicate important changes,
requirements and progress reports throughout the company as effectively as we
should. I propose developing one consistent memo format, recognizable by all
staff as the official means of communicating company directives.
While I know this seems like a simple solution, I believe it will cut down on
needless e-mail, improve universal communication and allow the staff to save
necessary information for later referral. Please talk among yourselves to
determine the proper points of memo writingand return the input to me by 12
p.m. on September 30. I will then send out a notice to the entire staff
regarding the new memo format.
Thank you for your prompt attention to this matter.

14. Your Name
Your Address
Your Town, Your State Zip Code/Postal Code
Memo
To: All Staff (or names of specific recipients)
From: Name of sender
Date: Month, day, year
Re: New Memo Format Effective June 1
In order to make interoffice communication easier, please adhere to the following
guidelines for writing effective memos:
•Clearly state the purpose of the memo in the subject line and in the first
paragraph.
•Keep language professional, simple and polite.
•Use short sentences.
•Use bullets if a lot of information is conveyed.
•Proofread before sending.
•Address the memo to the person(s) who will take action on the subject and CC
those who need to know about the action.
•Attach additional information; don't place it in the body of the memo if possible.
Please put this format into practice immediately. We appreciate your assistance in
developing clear communications. If you have any questions, please don't hesitate
to call me.
Thank you.

15. Your Name
Your Address
Your Town, Your State Zip Code/Postal Code
Memo
To: Name(s) of recipients
From: Name of sender
Date: Month, day, year
Re: Update on the T-12 Phase Three testing
As we enter Phase Four of the T-12 testing, I wanted to
provide a progress overview of the Phase Three testing.
The body of the memo might include two-four paragraphs
outlining the purpose of the memo. If this is a longer memo,
each paragraph will have a subhead to help guide the
reader through the document.
Finally, the writer includes a summary paragraph, which
features bullets highlighting the main points of each
previous paragraph, and concludes the memo with a stated
action required by the reader or writer.