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the “DATE” Line. This information gives you and your reader a record of the

date you wrote the memo. (Remember—all business writing should be dated.)

Business people often use memos to track and document the progress of jobs and

projects, so accurate records of the date an action was ordered or reported can

be crucial.design

The “SUBJECT” Line. Write a phrase (not a full sentence) that tells the reader the

topic of your memo. It’s important to create a subject phrase that is specific and

yet brief. Just as they do with e-mail, business people are accustomed to glancing

at the SUBJECT lines of the numerous memos they receive daily to decide

which ones to read first, which to save for later, and which to file for possible

future reference. Some examples of effective subject lines are: “Schedule for the

PRB Annual Report,” “Important Change in Employee Medical Coverage,” and

“Progress Report on the Elite Foods Web Site.” The Message. The same planning, drafting, and editing process that you should use for all of your business writing will work for you in memo writing. • Plan your message with your reader and purpose in mind. • Organize your thoughts so that you make your main point in your introduction.design • Try to fit your message onto one page. • Use headings and bulleted or numbered lists for easy readability. • Use numbers when alluding to a sequenced or prioritized list. • Use bullets when all or most of the list items carry the same weight.design • Conclude your memo with follow-up requests, instructions, and your contact information. If your memo is not printed on letterhead stationery that includes individual telephone extensions or e-mail addresses, write your contact information to help your reader get back in touch with you. Optional Parts of a Memo Include these components, when appropriate. Enclosure(s) Line. When you are using a memo as a cover for one or more other documents note the name(s) at the bottom of your memo in an enclosure line (Enclosure: Specifications for Wang Job).design Copy Line. At the bottom of the page, note the names of the people receiving a copy of your memo. These are not the other people to whom your memo is addressed on the “TO” line, but rather people who need to be kept informed that you sent the memo. For instance, you might copy your supervisor to make her aware of your team’s progress.design