External Communications, Internal Communications Such as Memoranda

¶ … external communications, internal communications such as memoranda require careful organization and accuracy of expression in their content. Although memoranda are frequently used by individuals within an organization to communicate, they are also used as part of the working papers and for the record, and these different types of communications are discussed further in this chapter.

Memos: Some Basic Principles

The organization of memoranda depends on the subject matter. Typically, memos are shorter in length than external communications, but in some cases they can run to several pages or even more. In any event, the type of organization will depend on the type of information that is being communicated, but the basic components include date, recipient, sender and subject. The other parts of memoranda are discussed further below.

The Parts of a Memo: Organizing for Coherence

As with other types of report writing, memoranda usually include an introduction that describes what follows, a body that communicates the main themes and a conclusion that restates what has been communicated. For shorter memos, though, a complete restatement of the main themes may be unnecessary. In fact, brevity is the key to successful memo writing. In some cases, including sections entitled "summary" or "recommendations" is also appropriate. The tone of the memo will depend on the intended audience, and can range from informal to highly formal.

E-mail

Memoranda and other communications are increasingly being replaced or supplemented by e-mail. Like memoranda, the length of emails also varies depending on the nature of the content, and can range from a brief paragraph or two to several pages. The same principles that apply to effective memorandum writing also apply to e-mail, with some additional factors that should be taken into account, including the following:

1. Write a strong subject line;

2. Put important ideas first;

3. Use conventional grammar and mechanics;

4. Address messages carefully;

5. Compose the message as if it will be read by everyone;

6. Remember that there are no "off-the-record" e-mails;

7. Avoid sending junk e-mails; and,

8. Some kinds of messages are better delivered in person.