Geog 100: An introduction to memo-writing

Penn State Department of Geography

Memorandum

Date:       Spring 2004
To:          Geography 100 Students
From:      Amy Glasmeier
Subject:   An introduction to memo-writing

The information that follows will introduce you to the process of writing memos. You will find that the task of writing a memorandum is not a difficult one if you keep these tools for good memo writing in mind and within reach. You can use this document as an example of memo form and style. See Joe Schall, EMS writing tutor and Giles Writer in Residence, for discussion of memo writing that was designed for this class. http://www.ems.psu.edu/~schall/geog100.pdf

IMPORTANT DIFFERENCES BETWEEN MEMOS AND ESSAYS Memo Writing
Before you begin to write your first memo, it is important to understand the differences between writing memos and writing essays. A few of the most important distinctions appear in the table below.

	MEMO	ESSAY
Audience	A particular person	Ambiguous
Format	Intro, specific points, summary. Goal: provide information.	Intro, thesis, evidence, conclusion. Goal: prove a point.
Introduction	List-like, straightforward	Abstract summary, broad
Body of the writing project	A series of short discussions followed by a summary.	A series of paragraphs of increasingly finer detail followed by a conclusion.
Transitions	Direct, straightforward language. Subheadings serve as transitions.	Link ideas of previous paragraph with next paragraph’s central point.

As the table makes clear, a memo is very unlike the essays you write for other classes, and it is important that you appreciate the difference in style. A memo exists for a very specific purpose: to convey information to a colleague. Keep this in mind as you work and you won’t go wrong.

SUGGESTIONS FOR MEMO FORM AND STYLE
Your memos should be approximately three single-spaced pages, typed in a conservative font (e.g., Times New Roman or Arial) with a font size between 10 and 12 points. Always include page numbers and citations, with a list of references at the end.

In your introductory paragraph, address your readers and let them know why you’re writing the memo. You can and should speak to the readers directly, as though you were having a discussion.

Use subheadings to divide the sections of your memo, and try to make the subheadings explanatory. Think of each subheading as a headline. Instead of just using the subheading "Colonial History," for example, you might write, "Colonial History Sets the Stage for a Post-Independence Crisis." Your paragraphs below this subheading will proceed to explain your statement. Descriptive subheadings let your reader anticipate the main point of the memo.

You can often include small tables or series of bullet points within the body of your memo. In many cases, information--such as a string of historical dates--can be more effectively presented in a list format. The following information, for example, would be lengthy to write in paragraph form, whereas the use of bullet points makes the information more concise:

1983 Zambia’s SAP, "one of the most comprehensive IMF adjustment programs to be implemented in Africa," goes into effect
1987 Kaunda calls off the SAP, arguing that it is "undermining the peace and unity of the nation"
1990 Soaring national debt compels Kaunda to return to the SAP. Paris Club agreement of 1990 reschedules $896.2 million in Zambian debt (Aryeetey, 1992).

Do not over due the use of bullets, however. No memo should have more than one or two instances of bullets, maximum. Bulleted material should be preceded and followed by interpretive text.

You will be including a number of attachments (i.e., maps, tables, graphs) with each memo. Be sure to refer to each attachment in the body of the memo. You may do this by saying, for example, "The attached map confirms..." or "I have attached two tables in order to provide you with an idea of...." After the concluding paragraph of your memo, indicate the presence of attached material by typing "Attachments." Use the attachments to inform your memo. Interpret the attachments as part of the discussion in the memo.

SUGGESTIONS FOR FORMATTING MAPS
A good map includes as many details as possible. In general, your maps should include the following:

Title:	Be specific: what about your country are you showing? What is the date of information depicted on the map?
Source:	Give full reference(s), as well as the date(s) of map publication.
Orientation:	Where are your cardinal directions?
Legend:	What do your symbols mean?
Scale:	What is the distance represented? 1" = ??
Grid:	Show latitude/longitude.

We will over in class what should be in a good memo.

USING YOUR RESOURCES IS THE KEY TO SUCCESS
Memo-writing will be a new activity, and therefore a challenge. If you use your resources wisely, it will be an exciting challenge. Consult this guide frequently as you work. It clarifies my expectations of you, offers research assistance, and asks helpful questions. Good luck!

This page was last modified: 01/10/2004 akg