MEMORANDUM
To: Students in PAD/PUB 503
From: Jim Wyckoff
Date:
Subject: Suggested Structure for a Professional
Memo
Summary. Well written professional memos have an easy to read, direct
structure that facilitates the reader’s understanding of the material. Several different structures can be
successful. A structure that has proven
successful in a variety of settings provides:
·
a brief summary of the
key issues (usually 2-4),
·
an elaboration of these
points in the body of the memo,
·
a summary of the key points.
This is the classic
“tell them what you’re going to them, tell them, tell them what you told them”
format.
The initial summary provides an overview of the rest
of the memo. This takes the
element of surprise out of the memo and allows the reader to know from the
outset where you are headed. It also
provides the very busy reader with your conclusions without having to read the
full memo. By listing two to four key
points using bullets, you focus the reader’s attention on the most important
aspects of your analysis.
The elaboration of these points allows the reader to more fully understand the analysis that lies behind your conclusions. Each of these explanations should be separate paragraphs with a topic sentence that clearly relates back to the items in the initial paragraph. They may reference charts or tables in an appendix that provides support or analysis for the points made in the text. (For general guidelines on the substance and style for writing decision memos, see the O’Hare memo.)
Finally the memo should conclude with a summary paragraph that reiterates the major points. This allows you to bring the reader back to a
general level after they have explored some of the specifics in the middle
section. You leave the reader with your
key points.