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]