Bison Scientific, Inc.
To: CSCI 475 Teams
From: Professor Dan Hyde
Date: September 8, 2004
Subject: Memo to describe organization of a memo.
Attachment: Article “How to Write Better Memos”
Your Team will be communicating with your Customer by writing formal memos. The purpose
of this memo is to briefly describe the organization of a formal memo. For example, the first
paragraph should state the context and purpose of the memo. In the business world people are
very busy and don’t have much time to read your memos, therefore, it is important to get to the
point quickly. If the memo is more than one page, it should include an executive summary at the
top.
The body of the memo should explain the details. Your memos shall use good language, for
example, correct spelling, clear expression and full sentences. Your reader, e. g., your Customer,
will judge you by the quality of your communication. Sloppy communication will leave the
impression that the quality of your designs and, therefore, his or her product will be sloppy. First
impressions are important!
In a memo, your writing should be concise and specific to the person. A memo is not a friendly
letter where you describe the weather and last Saturday’s party. You should organize the memo
such that the person can quickly and accurately gather the information he or she needs. For
example, if your memo has a series of instructions, they should be tabulated in a list - not as a
bunch of sentences hidden in a paragraph. A memo is not a mystery story where you hide
important details and try to trip up the reader.
In the last paragraph, you deliver your final punch. If you want or expect the reader to act or do
something, you explicitly state what actions you expect from him or her. In preparation for
writing high quality and effective memos to your Customer, you are to study this memo and read
the attached article on “How to Write Better Memos.”