Crafting Clear and Effective Memos

Crafting Clear and Effective Memos

Learning Objective

At the end of the lesson you will be able to understand the purpose, structure, and content of a memo, and be able to write an effective memo.

Introduce the lesson objective to the students.

What do you already know about writing memos?

What is a Memo?

A memo is a short, concise document used for internal communication within an organization. It is usually used to convey information, make a request or proposal, or provide updates.

Explain to the students the definition and purpose of a memo.

Structure of a Memo

A memo typically consists of a header, opening, body, and closing. The header includes the date, recipient, sender, and subject. The opening provides context and purpose, the body contains the details, and the closing includes any necessary follow-up actions.

Explain the different parts of a memo and their purpose.

Audience and Tone

When writing a memo, it's important to consider your audience and use an appropriate tone. Use simple and clear language, and avoid technical jargon or overly formal language. Be professional and respectful, but also concise and to the point.

Emphasize the importance of considering the audience and tone when writing memos.

Writing Tips

Use bullet points or numbered lists to organize information. Use short paragraphs and sentences to make the memo easy to read. Use headings to make the memo more scannable. Proofread and edit before sending.

Provide helpful tips for writing an effective memo.

Memo Example

To: All Employees
From: John Smith
Subject: New Office Policy

I am writing to inform you of a new office policy regarding remote work. Starting next week, all employees will be required to work from the office at least three days a week. This policy is being implemented to increase collaboration and productivity among team members. Please let me know if you have any questions or concerns.

Best regards,
John

Provide an example of a simple memo to show students what one looks like in practice.

Interactive Element

Have students work in pairs to write a memo to their teacher requesting an extension on an assignment. Encourage them to use the structure and tips discussed in the lesson.

Provide an interactive activity to help students practice writing memos.

Common Mistakes to Avoid

Some common mistakes to avoid when writing memos include using overly formal language, using technical jargon or acronyms that may not be understood by all readers, including unnecessary details, and failing to proofread and edit before sending.

Highlight common mistakes to avoid when writing memos to help students improve their writing skills.

Summary

In summary, memos are short, concise documents used for internal communication within an organization. They typically include a header, opening, body, and closing. When writing a memo, it's important to consider your audience and tone, use simple and clear language, and organize information effectively.

Summarize the key points of the lesson to reinforce understanding.

Write down 3 things you learned in this lesson.

Have students enter three things they learned in this lesson. With this they can indicate their own learning efficiency of this lesson.

Write down 2 things you want to know more about.

Here, students enter two things they would like to know more about. This not only increases involvement, but also gives them more ownership.

Ask 1 question about something you haven't quite understood yet.

The students indicate here (in question form) with which part of the material they still have difficulty. For the teacher, this not only provides insight into the extent to which the students understand/master the material, but also a good starting point for the next lesson.