[POP] - What is a memo? And why should you know how to write one? My name is Ford Rasmussen. And as a grader for a college technical writing class, I have seen and provided feedback on dozens of memos. Let's talk about it. 

A study by the National Commission on Writing surveyed about 120 companies, investigating the types of technical communication used most often in the workplace. 70% of respondents both use a memo and call them extremely important. Here's what sets a memo apart from a letter or an email and what you need to know to keep your next memo professional. 

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A memo is a brief message or report sent within an organization or a company, while letters and emails may be sent more often to outside audiences. Although emails and texting are used increasingly within the workplace too, memos still play an important role. So here are four reasons why you might send a memo. 

Number one, memos are physical copies that can be secured within an envelope and placed directly on an employee's desk or in their mailbox. Number two, memos can be used as a cover to accompany other documents or reports. Number three, memos can reach employees through a bulletin board or a break room who don't otherwise have an office or access to a computer. And number four, they can be good for inquiries, complaints, requests, recommendations, and more. 

There are so many reasons you might write a memo. One study reported that businesses spend $3.1 billion on remedial writing training annually. And that writing is often considered in the hiring process. So it's worth it to brush up on those writing skills. Let's learn how to write a good memo. 

Whether you call it a memorandum or a memo, it's the same thing. But you will want to make sure you title your document as such. Let's start by putting the word "memo" centered across the top. 

Titles, by definition, stand out. So make the font bigger here than in the rest of the document. I'll do 16-point font. Also, make it all caps or boldface so there's enough contrast. This is what calls your reader's attention. 

Always keep your audience in mind. If you're writing to a broader audience, you will write differently than if you are writing to team members within your department. Only use jargon, abbreviations, and acronyms if the recipient will be familiar with these terms. 

Next, give your title some breathing room. Enter down two lines and add the following headers, Date, To, From, and Subject. The recipients may be one person or a group of people, such as Production Team. In the From line, type your name, then your initials immediately following it, but in a cursive font. This right here is your signature. 

Remember, a memo is not a letter. And you will not end your memo with a signature. The initial after your name at the top takes that role, acting as your stamp of approval. It signifies that you wrote the memo and you are taking responsibility for it. 

Your Subject line should be clear and concise. It'll state the topic and the focus of the memo. This means that your subject should be more than just one word in length. Feel free to fill this in after you write your memo to help you keep it succinct and relevant. 

As you begin writing, remember to follow the three-paragraph format, introduction, body, and conclusion. Answer the who, what, when, where, and why questions. Your first paragraph will state why you are writing and what topic you will be addressing. 

In the next section, detail what you want to say and give any background information or new data, et cetera. This may include bullet points, lists, a graphic, or a table. Maybe it's a few short paragraphs with headings, whichever method helps you deliver your information clearly and quickly. 

Then, conclude with a thank you and a call to action. This is whatever you want the readers to do next. Tell them what, when, or why you plan to follow up. This may include additional information and point the readers to other sources. 

Now, remember that memos are written in block formatting. That means that there's no indentation on the first line of each paragraph. This is another way memos differ from a letter. Your documents should also be single-spaced with an extra space between each paragraph. 

Keep your memo clear and concise. Ideally, it should be one page. There may be some who only skim your memo or just read the introduction, so keep that in mind as you are writing, trying to make your information as accessible as possible. 

As I mentioned, this means using boldfaced, bullet points, headings, et cetera. As you finish, remember, do not end with a salutation. But do put your initials at the top in the From line. Lastly, remember to proofread and check your document for grammar and spelling mistakes. 

To recap, remember to title your document with the word "memo" or "memorandum" centered across the top. Include the date, who it is to, who it is from, and what the subject line is. Follow the basic three-step format-- introduction, body, and conclusion. 

Use formatting techniques to draw the reader's attention to important information. Do not indent your paragraphs. And do keep it short, aiming for one page. 

I will provide a link down below to my example document. That's about all there is to it. So good luck. And remember to proofread.