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Memos

What is a memo?

A memo is “a short distillation of the major findings or recommendations on a key issue or significant problem.”[i] It reflects both the needs of the decision-maker and your in-depth research.[ii] Often, memos are used to record the chronology of ideas and maintain records.[iii] Remember, Memo formats vary by organization and professor, so be sure to learn the conventions of your organization or class before drafting a memo.

What content should a memo include?

  • Definition of problem
  • Summary of key findings or recommendations
  • Evidence to support your recommendation or analysis
  • Important “counterarguments, caveats, and reservations to your findings”[iv]
  • Clear answers to: Who? What? When? Where? Why? and How?

What is the form of a memo?

  • Heading (including to, from, date, and RE)
  • Executive summary
  • Subsections with subheadings
  • Conclusion
  • Exhibits (if needed)

What does a Heading look like?

To: Timothy Geithner, Secretary of Treasury (Writer’s Audience)

From: Michelle (Min Eun) Jeon, Policy Advisor (Writer’s name and title)

Date: 2/20/2012 (Date)

RE: Overcoming the Obstacle: House Speaker John Boehner (Main Idea)

What should an Executive Summary include?

  • Bottom Line Up Front (BLUF) explanation
    • State the problem
    • Offer reasons for initiating policy changes
  • Recommend a primary course of action
  • Offer support for that action (e.g., We recommend x, based on our analysis of y)
  • Remember: this is not an introduction

You may also want to include the following in an Executive Summary:

  • Key policy options
  • Pros and cons of each option
  • Methods used to examine data

How should the Body of a memo be arranged?

  • Inverted pyramid (most important information first)
  • Use subheadings or bold the thesis statement
  • Support the thesis statement
  • May include background first, then analysis

What should the Conclusion include?

  • Definition of problem
  • Motive for policy change
  • Goal of policy recommendation
  • Consequences of not implementing the recommendation

What guidelines exist for creating Exhibits?

  • Number the exhibits
  • Include one exhibit per page
  • Include a clear, explanatory caption at the top
  • Cite sources

What are some other tips for writing an effective memo?

  • Be concise
  • Use active verbs
  • Avoid jargon
  • Stay objective
  • Design it so that the reader can find the essential points by scanning

You may also want to look at the Thompson Writing Program’s webpage on policy memos.

REFERENCES

[i] Herman, L.  2012. “Policy Memos.” Harvard Kennedy School. Available at http://shorensteincenter.org/wp-content/uploads/2012/07/HO_Herman_Policy-Memos_9_24_12.pdf [Last accessed 27 Aug 2015]

[ii] Herman, L.  2012. “Policy Memos.” Harvard Kennedy School. Available at http://shorensteincenter.org/wp-content/uploads/2012/07/HO_Herman_Policy-Memos_9_24_12.pdf [Last accessed 27 Aug 2015

[iii] Jesko von Windheim, personal communication, 1 Sep 2015, Nicholas School of the Environment, Duke University

[iv] Herman, L.  2012. “Policy Memos.” Harvard Kennedy School. Available at http://shorensteincenter.org/wp-content/uploads/2012/07/HO_Herman_Policy-Memos_9_24_12.pdf [Last accessed 27 Aug 2015

[v] Duke Writing Studio. n.d. “Policy Memo.” Duke University Thompson Writing Program. Available at http://twp.duke.edu/uploads/media_items/policy-memo.original.pdf [Last accessed 27 Aug 2015]

[vi] Herman, L.  2012. “Policy Memos.” Harvard Kennedy School. Available at http://shorensteincenter.org/wp-content/uploads/2012/07/HO_Herman_Policy-Memos_9_24_12.pdf [Last accessed 27 Aug 2015]

[vii] New York University – Wagner. 2010, Aug 15. “Memorandum” https://wagner.nyu.edu/files/students/WritingMemos.pdf Available at [Last accessed 27 Aug 2015]