THE GOVERNMENT

WRITING MEMOS AND OTHER DOCUMENTS
Memos are written communication used within an organization. They are usually intended for a small, internal
audience. They provide information, contain requests for action, or convey instructions.
Follow the prescribed format for the heading
A memo heading has a prescribed format. It consists of four parts:
Use the “Re” field to identify and summarize the subject. Avoid vague or mysterious subject lines. The subject
line should give the recipient a good idea of what the memo is about. Do not make the reader have to guess what
the subject of the memo is. So instead of Request, write Request for deadline extension. Instead of About the
project, write Concerns about the project or Cause of project delays plus suggested remedies.
Get to the point
You are writing for busy people, so do not waste their time. Get to the point right away. The reader should
understand immediately what is being communicated.
Your opening paragraph should state the memo’s purpose, the context of the issue at hand, and the action or
task being requested of the recipient. Do not waste time with overly respectful greetings and salutations. If you
are making a request, state the request then explain it. Do not bog down your reader with extensive background
information before making the request.
Keep the memo brief
Try to stay to one page, two at the very most. Include only what the recipient needs to know. Point to external
sources of additional information (such as websites) if they will help the reader understand the subject better.
Use direct, efficient language
Getting to the point means using language that is direct and efficient and that avoids tedious bureaucratic
language. “Here with is the report” should be “Here is the report.” “This is to inform you” and “Please be
informed” can usually be deleted: compare :This is to inform you that the report has been approved and is ready
for immediate publication” with “The report has been approved and is ready to be published.”
Instead of writing “Please find herein attached a summary of the committee’s findings”, say instead “Attached is a
summary of the committee’s findings”. And instead of saying the undersigned (Please inform the undersigned when
the matter has reached a satisfactory conclusion), just say me (Please let me know when the matter has been settled).
Be respectful, but do not go overboard
No need to say “We respectfully request” when “We request” is fine.
Be clear what action the recipient should take
After the subject of the memo has been stated and explained, state what the recipient is expected to do about it.
STYLE GUIDE FOR THE GOVERNMENT
37