case study memo

Date: Month Day, Year or mm/dd/yyyy

To: Name the person or persons by first and last name in a line

From: Your name

Subject: Name the memo

The first paragraph of a memo states the reason you’re writing it. Cite the problem or challenge you’ll address, and describe the structure the memo. Keep the first paragraph to about 5-6 lines, made up of 3-4 sentences. In all paragraphs, write sentences between 10-15 words to maintain a high comprehension rate, typically between 90-95 percent. At times, you’ll write a few shorter sentences (5-7 words), and you’ll write a few longer ones (20-25 words). Any sentence composed of two independent thoughts will be connected by a comma followed by a coordinating conjunction (For, And, Nor, But, Or, Yet, and So, spelling FANBOYS). Keep your writing simple and direct. In this memo, you will read about memo structure tools, using headers, inserting tables, figures, and graphs, and end with a recommendation.

Incorporating Memo Structure Tools

The second paragraph starts to explain your issue, and introduce it with a header if you write a memo longer than one page. You build on your opening paragraph with specific information, following the description of the structure of the memo. For all business documents use one inch margins all the way around (top, bottom, left, and right). For font size, choose 11 point, and use either Times New Roman or Ariel. To reveal the “paragraph marks and other hidden formatting symbols” symbol, , click on the icon in the middle of the Home tab or use (Ctrl + Shift + *) to see paragraph symbols. Keep all table information on the same page.

With all paragraphs, don’t exceed eight lines in length (I count the number of lines), and write between 4-6 clear and concise sentences, following the average word count per sentence. Start with the noun and verb, add appropriate adjectives and limit adverbs. For me, adverbs don’t add much to a message: What’s the difference between hot and very hot? Hot is hot!!! Also, people use “very” too often, but what does it add? NOT much. Lastly, Don’t Get Wordy!!!

With documents more than one page, use headers and subheaders. A one-page memo would not need headers, unless you want to stress the last two paragraphs: Conclusion & Recommendation. The first paragraph, which functions as an introduction, does not need a heading since it provides direction, lists activities, and makes a recommendation.

A header and subheaders need a few paragraphs to explain or support a header/subheader. Don’t go from a header to a subheader without a paragraph after the header to introduce that section. Don’t use a header, one paragraph, a header, a paragraph, a header, a paragraph, and so on, and applies to subheader use. With headers or subheaders, they don’t stand alone, especially at the end of a page so hit the Enter key to move it to the top of the next page.

A header introduces the next section (composed of a few paragraphs). Headers are centered, justified, and highlighted in bold. Subheaders start on the left side and are highlighted in bold. Lastly, number the pages in the documents, found in the Insert tab under the “Header & Footer” icon. Also, a header/subheader does not stand along.

Main Heading

This paragraph captures the important issues you’ll discuss about the header, which is followed by a couple of paragraphs. Headers help structure your message. Remember, executives skim, so headers help with skimming. Headers and subheaders function as road signs, so use them to lead the reader through your high-level reasoning process. In a way, when someone skims your report, the reader could figure out your message through your use of headers and subheaders. In Guffey, p. 393, Figure 12.6, see the distances for structuring headers/subheaders and paragraphs. The figure shows a 2-inch top margin, and I subscribe to one-inch margins all around, so follow this guideline – one-inch margins all around.

You get remembered when executives skim effectively and remember. Make your writing count.

Second-Level Subheader

Paragraphs in second-level subheaders start to explain each sentence in the main header paragraph(s) or high-level message. Use one second-level subheader for each sentence under the main heading.

Third-level subheader. At this point the subheader introduces a paragraph directly related to the topic at hand found in the subheader above. Also, in Guffey, you’ll find heading level examples on page 365, Figure 12.6. Pay attention to the spacing between lines – two above and one below. Become a master of using headings.

Fourth-level subheader. Additions subheader levels exist, but the first three represent the extent to which you will lay out your ideas. If you label headers/subheaders correctly, an executive can skim the introduction, read the headers/subheaders, and read to the Conclusion & Recommendation section, understanding the essence of your memo. Good memo design and writing will enable a decision maker to get quickly to your message.

Tables, Graphs, & Figures

Using tables, graphs, figures, etc., in a report helps present important message. You can use design features in MSWord (cited below), or you can use Excel and copy and paste what you created into an MSWord document. Or, you can copy and paste a table, figure, etc., into the document, especially when you write your business plan later in the semester. Always label (Table 1) and title (TITLE IN CAPS) a table, figure, etc., as shown below for a table.

When writing memos and reports with numbers of any kind, use the table feature in MSWord. If you try to lay out information using the Tab key, your material may not transfer correctly when you email it and another person opens it in either MSWord (previous versions) or another program, e.g., MAC. Tables help “control” the information when emailed/electronic transfer and opened in another program.

You use tables to summarize items that you want the reader to skim. Don’t turn the table or any of its boxes into a series of paragraphs. Use paragraphs to talk about content that needs stated, and use a table to summarize in one line short bullets you want the reader to remember and find quickly. Bullets are a thought you express, not a complete sentence – this applies to bullets used in PowerPoint slides. Again, tables provide summarized information the reader skims. The subheader below, I moved to the top of the next page by pressing the Enter key so the subheader (or header) stays with the paragraph.

Table Feature

To use the table tool, at the Insert tab at the top, look for the Table figure right below the word “Insert”. Place the cursor on it and left click to select the number of rows and columns, and click on any red outlined boxes to insert in the memo. After placing the table in the MSWord document, you can use other features, which I highlight in Table 1. Center (Ctrl + E) the table label, table title in CAPS, and the table itself. In Table 1, you will see the design of all three features (This sentence shows you how to ALWAYS introduce a table, figure, etc.).

Table 1

DIRECTIONS FOR MAKING A TABLE IN MS WORD

Other features can enhance your table by using Borders and Shading by right clicking on a cell, row, or column, and selecting Borders and Shading by left clicking on it. A box pops up, and select one of the three tabs at the top. Also, place the cursor in a cell or a highlighted row or column, and go to Cell Alignment to center, justify, etc., the wording and presentation of your material. Makes for slick-looking documents. An additional document, “Paragraph, Tab Settings, & Initial Memo Info for Word,” provides formatting and table design directions.

Conclusion and Recommendation

This memo summarized key writing points to make your memos and business reports look more professional. Pay attention to the overall look, and use the features in MSWord to enhance your documents. Learn the key design features, and use them in the managerial communication course, MGMT 3200. Headers, proper use of tables, figures, graphs, shading, cell alignment, etc., will help the reader better understand your message. In the first paragraph for this section, you summarize the key points you discussed in the memo before moving to the recommendation paragraph. Note, keep this section to two paragraphs – the first one contains the conclusion and the second one contains the recommendation(s).

To incorporate key features of MSWord into your written messages, I recommend you pick one feature to master with each written assignment. Select one, i.e., Tables, and use it to present information, typically in the listening memo assignment where you want to highlight good and bad listening habits. With the next communication assignment, pick another feature to use so you build, by repetition, your skills for crafting an engaging and exciting-to-read written document.

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