Date: July 3, 2017
To: You Pick the Name
From: Provide Your Name
Subject: Writing Structure for a One-page Memo
With any memo, the first paragraph functions as an introduction, where you describe the topics found in the memo. You summarize the reason for writing the memo. Use descriptive writing without providing extensive detail. Make the introductory paragraph informative, writing 6-7 lines. Next, you start writing in clear and concise sentences, keeping sentence length to 15 words on average. Short sentences carry a clearer message, and your audience will enjoy a succinct writing approach. You don’t use headers or subheaders in a one-page memo. Bring this paragraph to an end; for example, in this memo you will read about my work history, reason for attending school, favorite activities, and writing skills.
The next paragraph discusses the first topic, for example, your work history. The opening sentence of each paragraph describes topics to your idea. State your message, and move to the next sentence building your first idea. Keep developing your idea with supportive and/or descriptive sentences. If you write a memo introducing yourself, describe a few life situations. When ending the paragraph, complete the development of your idea and transition to the next idea. Don’t exceed eight lines in a paragraph. At the end of each paragraph you summarize it, and you cite the next topic.
The subsequent paragraphs continue to address the topics you cited in the introductory paragraph. You use the remaining paragraphs to complete your message. For example, if you write a one-page memo introducing yourself to the professor, you move to the next topic, which will discuss reasons for attending school. State your reasons for enrolling, and share your interest or learning ideas about school. As you end the paragraph, use a sentence like the following: Lastly, I want to expand my knowledge to increase my skill level for a better job in the next paragraph. This example points the reader to the next topic.
Since you cited a few topics to discuss in the introductory paragraph, you address the last topic in this paragraph. You follow the same writing style so the reader becomes familiar with how you address an idea. At this point, many times writers want to hurry through this paragraph to get done and a lack of attention surfaces. If your memo talks about your reason for taking the class, this paragraph can talk about your communication strengths and weaknesses. Toward the end of a memo, sentence structure can become less descriptive, and ambiguity can surface in idea development. Remain focused on writing well, and move to the ending paragraph that summarizes your message.
In conclusion (use this phrase in a one-page memo but not at the end of a memo containing the Conclusion and Recommendation header), you read about how to write a one-page memo. Using one paragraph to develop each high-level topic you cited in the introductory paragraph, the memo describes your ideas to the reader. Managing paragraph length to a maximum of eight lines provides an easy-to-read structure for understanding your ideas. The reader will enjoy the simple layout and can see a model that provides clarity in writing. This style will enhance your writing ability, and it will help you become recognized as a superb business writer. And my last advice: keep writing.