Purpose
What is the subject of your memo? Remember, a memo is usually short
and focuses on only one topic.
How should you state this in the subject line of your memo?
Do you get your reader's attention by giving your reader an accurate impression
of what the memo is about?
Why do you want to write about this subject?
Are you giving your reader information, asking the reader to give you information,
or asking your reader to take an action?
Is your message urgent? If so, how will your reader know this?
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Language
How can you use language to accomplish your purpose with your reader?
Memos are usually informal, internal communications. Should your style
be professional, academic, conversational, friendly, or casual? How close
are you to your reader?
What is the tone of your voice? Are you serious, funny, pleading,
angry, thoughtful, musing, assertive? How do your word choices and statements
convey this tone?
Should your diction (word choices) be standard, popular, colloquial,
catchy?
Will your reader be distracted by grammar, spelling, and punctuation
errors?
It's always a good idea to spell check and grammar check your memo before
you send it.
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Audience
Who are your readers?
Usually memos are written to a local audience, to readers with whom you
are personally acquainted.
Why should they care about your subject? How is it relevant to them?
What do they already know about it?
What do they need to know?
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Context
Context of the writer includes:
- Have you used an appropriate format for your memo?
- Memos are usually short (a few sentences to a few paragraphs, but usually
not longer than one printed page). Is your memo too long?
- Is your memo timely? Is there a deadline involved in your subject?
- How are you planning to send your memo (e-mail, inter-office mail,
FAX, or postal delivery)?
Context of the reader includes:
- What is your reader's purpose?
- What are your reader's expectations?
Context of the subject includes:
- What have others (including your reader) been saying about this topic?
- How are you entering into and adding to a "conversation"
about this topic that is already in progress?
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Evidence
Does the introduction of your memo name your subject and explain your
purpose?
Does the body of your memo give details specifically related to the topic?
Does the conclusion of your memo clearly state the outcome you desire or
the action you want your reader to take?
Are you adding attachments to your memo?
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