write a memo to present your analysis and convince someone of the recommendations you make.
Outline for Memo-writing
- Overview – There is no “one” way to write a policy memo. Different formats and styles work for different situations. I am going to give you an overview of how I was taught to write a policy memo, and how it should look. Basically I’m going to just run through a good memo starting from the header and finishing at the end of the memo.
- Header – Date, To:, From:, Re: (or Subj:) – Subj. line should tell a brief (no more than one line!!) story of what the memo is about.
- First Section – The Most Important Paragraph of your memo. Someone should be able to read your first paragraph and skim the rest of your memo and get a good sense of your recommendations and your analysis. This should be no more than a couple paragraphs and should contain an overview of what you are going to say in your memo. What is the problem you are addressing, and what are your recommendations to address that problem. Be concise and to the point.
- Section Headers – you don’t necessarily need to have a header for your first section, but section headers in the rest of the paper are a great way to organize and present your analysis. Your section headers should be descriptive about what you are going to say or do in that section. There should be a good balance between having a separate header for each paragraph and having pages of text without section headers.
- General Paper Advice –
- Your paper should have a general organization and should address only information pertinent to your recommendations. What is the problem you are addressing, and what are your recommendations to solve the problem. More than just a little background information is not necessary.
- It is often a good idea to consider opposing viewpoints or alternative options to the one you are recommending, so you can explain why you chose as you did.
- Consider who will perform the actions you are recommending. Each rec should have an actor that is going to do it. Don’t say someone should, or I think this is a good idea. Additionally, be assertive, make your points and be firm about them. Don’t use “maybe,” or “potentially.”
- Bullets, numbered lists, italicized words, and other methods of emphasizing and breaking up text can be effective and concise ways to present your information and analysis.
- DON’T include a conclusion. Your memo shouldn’t need one and shouldn’t have one. The memo should be top-heavy. The most important info should be towards the beginning.
- Final Thoughts –
- You are writing a memo to present your analysis and convince someone of the recommendations you make. It is o.k. to use first person, I recommend, we recommend, etc. Consider who you are writing the memo to and about what and why they care.
