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December 19, 2000
WRITING A MEMORANDUM
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A memorandum typically is called a "memo" in business jargon; the plural form is "memoranda." However, it is not uncommon to hear people add an "s" to make the word plural, as in "memorandums" or "memos."
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Memos are used for internal (also called "in-house") communication within an organization. In contrast, business letters are sent to readers outside an organization.
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Most memos include four main headers at the top of the page below the company logo:
To:
[followed by the addressee's name and title, if applicable]
From:
[followed by the writer's name, title, and initials--not a signature]
Date:
[followed by the date of the memo's distribution]
Re: (or Subject:)
[followed by the subject or topic of the memo]
These items may appear in any order and usually are double-spaced. Occasionally other headers may be used, such as the following:
cc: (or c:)
[precedes the names of other people receiving a copy of the memo; this line also may appear at the end of the memo]
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Memos usually deal with one subject at a time. If you need to cover more than one subject, write another memo. The message should be focused and easy to understand. A final comment or handwritten note like the following can be added to direct the reader to some type of action:
"For your information/file."
-or-
"Let's discuss."
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SPELLING OR WRITING TIP
Use bullets or numbers to sequentially list items in a series, whether describing a process or listing multiple units. However, avoid making lists that are too long or too detailed. Make it easy for readers to find the information they are looking for.
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NEW WORD OF THE WEEK:
VANQUISH (vang-kwish): 1) To defeat or conquer in battle; subjugate. 2) To defeat in any contest or competition. 3) To overcome or subdue.
Maria must vanquish her fear of elevators if she is to work on the tenth floor.
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YOUR GRAMMAR AND WRITING QUESTIONS
QUESTION: When you write a phone number followed by an extension, should the abbreviation for extension ("ext.") be capitalized?
GRAMMARCHECK: While we've seen it both ways (capitalized and lower case), there is really no reason to capitalize it since abbreviations should be capitalized only if the words they stand for are capitalized. Most people do not capitalize the word "extension" in everyday writing.
EXAMPLE:
Please call me at (800) 111-2222, ext. 333, to privately discuss this matter.
-or-
Please call me at (800) 111-2222 (ext. 333) to privately discuss this matter.
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QUESTION: In this sentence do I use "loved" one or "love" one?
EXAMPLE:
Are you the caregiver for an aging parent or love(d) one?
GRAMMARCHECK: Use "loved one" to reflect the adjective form of the word:
CORRECT:
Are you the caregiver for an aging parent or loved one?
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QUESTION: In reference to "many," can "allot" be used? If so, is it phrased as one word or two?
GRAMMARCHECK: The phrase "a lot" is spelled as two words and is commonly used in slang diction:
She cited a lot of reasons for the divorce.
-or-
She cited many reasons for the divorce.
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QUESTION: At the end of a sentence, does a period precede or follow a parenthesis?
GRAMMARCHECK: If the period ends a sentence within parentheses, the period is placed inside the end parenthesis. But if the period ends a sentence which contains parenthetical information, the period goes at the very end of the sentence, outside the parenthesis.
EXAMPLES:
Jon hurried to the store (at the end of the street).
[The period ends the sentence, not the parenthetical information, and is placed at the end of the entire statement.]
All papers are due at the end of the week. (See me if you have a problem.)
[The second period ends the parenthetical statement and thus is placed before the second parenthesis.]
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