Write headings that are short but clarify the content of the segment.

Policy Memo on an Environmental Issue (US or Global Issue)

Format: Times New Roman, 1-inch margins, Single-Spaced, 2 pages

Citation: Can be hyperlinked, footnotes, or use a bibliography (Links to an external site.).

Memos have a twofold purpose: they bring attention to problems, and they solve problems. They accomplish their goals by informing the reader about new information by persuading the reader to take an action. Regardless of the specific goal, memos are most effective when they connect the purpose of the writer with the interests and needs of the reader. You must address a person, agency or an organization, so you need to know your audience.

For examples of policy memos, please review this:

https://educationalequity.org/sites/default/files/documents/best_practices_-_policy_memo.pdf (Links to an external site.)

The format of a memo follows the general guidelines of business writing. A memo is usually a page or two long, single-spaced and left-justified. Instead of using indentations to show new paragraphs, skip a line between sentences. Business materials should be concise and easy to read. Therefore it is beneficial to use headings and lists to help the reader pinpoint certain information.

Add Headings: You can help your reader understand your memo better by using headings for the summary and the discussion segments that follow it. Write headings that are short but clarify the content of the segment. For example, instead of using “Summary” for your heading, try “Policy Recommendations,” which is much more specific. The major headings you choose are the ones that should be incorporated in your purpose statement in the opening paragraph.

Use Lists: For easy reading, put important points or details into lists rather than paragraphs when possible. This will draw the readers’ attention to the section and help the audience remember the information better. Using lists will help you be concise when writing a memo.

This is a suggested distribution of the material to make writing memos easier. Not all memos will be the same, and the structure can change as you see necessary, so be flexible in adapting your writing skills.

Sections: The sections of the memo should be allocated in the following manner:

Header: 1/8 of the memo
Opening, Context, and Task: 1/4 of the memo
Background summary: 1/4 of the memo
Discussion Segment and Evidence: 1/2 of the memo (this includes a photo, table, or graphic)
Closing Segment: 1/4 of the memo

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