MEMO MAKEOVERS

With memos, check for many of the same problems you look for in letters: correct spelling of your reader’s name, correct date, interesting first line. The job is easier, though, since memos are basically

letters without the fuss and bother — no introductory paragraph, body, or closing. You don’t even need a salutation or complimentary closing. Here’s a brief memo checklist.

Headers are a quick-and-easy version of the salutation and signature block. At about 23/4 inches from the top of the page, type:

TO: FROM: RE: DATE:

with a line between each.

Check: Whether your headers are in the right order. Also, since headers take the place of salutations and signature blocks, don’t use “Sincerely” or other closings on your memo or fax sheet.

As with letters, begin writing two lines below the date line. Don’t bother making a connection to the reader or personalizing the memo. Just get out your message immediately.

Check: Whether your first few words are interesting and direct. As with letters, make sure your first paragraph — and all paragraphs — is a reasonable length.

Keep your memo to one page if at all possible. If you must use two pages, be sure the left, right, and bottom margins of the second page are the same as those of the first. At the top, however, create the following setup one inch down the page:

MEMORANDUM October 1, 1993 Page 2

Continue writing the memo four lines below the page number.

Although business writing is besieged with rules, you do have choices. In fact, you have lots of choices. And you should make them immediately or risk one of the greatest writing fumbles of all — inconsistency. For example, when writing about people in general, will you use “he and she,” “s/he,” or “they”? “They,” in a sentence such as, “When a customer walks in the store, be sure they receive assistance within 30 seconds,” is acceptable although “customer” is singular and “they” is plural. However, readers are likely to think this is a mistake. “S/he” sounds awkward. “He and she” is more common and probably the best option.

Here are some other choices:

Check: Whether you can avoid a second page. If not, set up the heading correctly.

Structure your enclosure notice as you would with letters:

If you’re including between three and ten readers, list their names at the bottom of the memo, beginning two lines below your last line. Type: “DISTRIBUTION:” then list the name and mail address of each reader. On each copy, highlight the recipient’s name.

Check: Correct use of enclosure and distribution lines.