Writing a Memo (Steps)

Define the context: your audience and purposes. To whom is this message aimed? Who will perform the action? Who are the secondary audiences? What do you know about your audience members? What are their expectations? Consider his/her perspective:

• • Why am I receiving this?

  • How will the news affect me?

  • What am I supposed to do?

  • What do you I ultimately want to happen?

  • Who are the secondary audiences?

    • How could the message affect them?

Identify key points. What information does your message need to include? What are the most important points?

Organize the content from the reader's perspective (BLUF). Tell him up front (in the introduction) why he is receiving your message and any action you expect him to take. Briefly state the problem or issue at hand. Summarize the key points that are presented in more detail in the body (Discussion). Organize the Discussion around these key points. Conclude by emphasizing main points and expected action.