Memorandum

To: Students of the University of Texas
From: The Undergraduate Writing Center
Subject: Hints for Writing Memos

Students are sometimes asked to write in a “memo format.” In order to assist, we are issuing this handout, in the format of a memo, to advise students on the key points of memo writing.

Summary:
When writing memos, students should discuss the most important information first, include all relevant information, and maintain the proper format.

Discussion:
A memorandum has a heading (To:, From:, Subject:), an introduction, a main body, and a conclusion. If it is fairly long, you may want to include a separate summary section noting your key points. If you include an attachment, indicate that you are going to do so, at the end of the memo (see below). The introduction should communicate 1) the context and background of the issue, 2) the goal you are working toward, and 3) the purpose of the memo. In the main body of the memo, make the most important points first and then include supporting information. The conclusion should indicate what your memo has accomplished, any action you desire from the reader, and any other information relating to the future progression of the issue.

Memos are specifically designed to present a particular audience with important information. To assure that this information is not buried among the details of the issue, writers should put the most important points (especially those requiring immediate action from the audience) at the beginning of the memo and then include supporting details. Some areas can be further highlighted by doing the following:

• Placing items in lists when possible
• Bulleting those lists
• Using a consistent grammatical format in the list

Moreover, writers must maintain a balance between keeping the memo direct and concise and including all relevant information.

Attached is a graph charting the quality of memo writing from the student population over a two-month period. (No graph is attached; this is just to show you what to do when you do have an attachment.)

The Undergraduate Writing Center

Additional Online Resources

Purdue OWL
Memo Writing