V386 Memo Format
This course, in part, is an exercise in critical workplace writing. While throughout school you may have written lengthy papers and reports, a memo is meant to be a succinct – clearly and briefly expressed. When writing your future case memos pretend you are writing to your boss (a boss that is busy and has no time to read fluffy or flitter-type documents). Your memo should feature a short summary of the case facts, a clear stance/claim on the issue, present an analysis of facts from the case and outside sources to back yourself up, and a short conclusion reiterating your clear stance/claim.
Format Checklist:
2 page maximum not including footnotes
Times New Roman font for memo, footnotes, and citations
12 point font for memo, footnotes, and citations
Double spaced memo
Single spaced footnotes
Use Memo format, single space for the TO, FROM, DATE, SUBJECT section
Bolded section headings
No extra space between paragraphs; just go to the next line & indent to identify a new paragraph
Indented paragraphs
Conclusion paragraph
Citation page is a separate page
Include a claim
Include a thank you sentence in the conclusion
Footnotes:
Footnotes should be used with just the citation rather than for more information in a memo. The citation directs the reader (aka your boss) to more info.
The little number utilized in footnotes goes outside the period.
If citing the same source back to back look up the proper format for either MLA, APA, or Chicago. Whichever you are using.
When you use footnotes do not use in text citations. But for reference in other courses – if you did not use footnotes you’d put an in text citation on the outside of the period.
Citation Page:
Double check that you have correctly cited the case author, publisher, year published, etc. Purdue owl and the APA guide online are helpful.
The memo heading segment follows this general format, including what is capitalized and bolded:
TO: (Boss’s name and job title – make up a boss/job title; can use professor or TA’s name EX: John Doe, City Manager)
FROM: (your name and job title – make up job title for yourself EX: Jane Doe, Policy Analyst)
DATE: (date)
SUBJECT: (what the memo is about, highlighted in some way)
Introduction
Make it clear what the memo’s purpose is, what case your facts are based on and your stance/claim. EX claim: Various New York City programs created to reduce crime did not meet policymakers’ expectations when implemented by police officers.
Facts
Inform your boss of the facts that are important to the case, both facts that ultimately support and do not support your claim.
Analysis
Synthesize the facts and utilize outside sources to make your claim strong. (Bulk of your memo)
Conclusion
Reiterate your claim with a strong conclusion. The last sentence should thank your boss for his/her time. EX: Thank you for your time and consideration of this important public policy issue before the May midterm elections.
(Hint: many students writing strong conclusions but have a weak claim in the introduction…consider re-writing your introduction to be as strong as the conclusion if you fall into this category)
