how to write research memo

The Ultimate Guide to Qualitative Research - Part 2: Handling Qualitative Data

• Handling qualitative data
• Transcripts
• Field notes
• Introduction

What is a research memo?

How do you write a memo for a study, examples of analytic memos.

• Survey data and responses
• Visual and audio data
• Data organization
• Data coding
• Coding frame
• Auto and smart coding
• Organizing codes
• Qualitative data analysis
• Content analysis
• Thematic analysis
• Thematic analysis vs. content analysis
• Narrative research
• Phenomenological research
• Discourse analysis
• Grounded theory
• Deductive reasoning
• Inductive reasoning
• Inductive vs. deductive reasoning
• Qualitative data interpretation
• Qualitative analysis software

Research memos

Depending on who you ask, a memo is or isn't research data . On the one hand, a memo is not data because it's not directly based on what you see or hear. On the other hand, a memo is data because it ultimately informs and shapes the knowledge generated through data analysis .

Either way, memo writing is a crucial element of a rigorous qualitative research study. As the researcher is the most important part of the data collection process , even a memo as short as one page can be helpful in providing a more focused analytical lens for your study.

A research memo, also known as an analytical or reflective memo, is an integral part of the qualitative research process . It is a written record where researchers document their thoughts, interpretations, and reflections about the data collected during the research process. The concept of using short writings to reflect on data collection was widely introduced by grounded theory but has since been incorporated into various qualitative methods due to its effectiveness in fostering a deeper understanding and ensuring rigor in analysis .

Unlike formal research reports that are typically intended for a target audience, memos are internal documents intended for the researchers themselves. They capture the researcher's thought process and help in tracking the progression of ideas, thus serving as a window into the mental workspace of the researcher.

What is the purpose of memoing in qualitative research?

The primary purpose of memoing in qualitative research is to foster reflexivity and analytical thinking during the data collection and analysis processes. This is achieved by encouraging researchers to engage deeply with their study, reflect on their thoughts, and document their interpretations.

In the early stages of the research process, memos help researchers articulate their initial impressions and tentative propositions. As your study progresses, memoing facilitates constant comparison , wherein new data is continuously compared with previous data and existing interpretations. This iterative process helps researchers identify patterns, formulate theoretical concepts, and build a coherent analytical narrative.

Moreover, memos also play a crucial role in ensuring the transparency and trustworthiness of the research. They provide a detailed record of the analytical journey, making it possible for others to trace the development of the researcher's thinking and understand the rationale behind their conclusions. This enhances the credibility and dependability of the research.

What should be included in a research memo?

Although the contents of a research memo can vary depending on the research context and the researcher's preferences, the following elements are typically included:

Date and identifier: Each memo should have a date and an identifier, such as a title or a code, to facilitate easy retrieval, like a subject line helps organize emails. The identifier often refers to the specific data source or theme that the memo pertains to.

Summary of data: The memo should include a brief summary of the relevant data. This provides context for the researcher's reflections and interpretations.

Reflections and interpretations: The main body of the memo consists of the researcher's reflections and interpretations of the data. This might include initial impressions, emerging patterns, tentative propositions, theoretical insights, or questions for further exploration. Researchers are encouraged to write freely and openly without worrying too much about style or coherence at this stage.

Connections to other memos or data: If the reflections in a memo relate to or contradict reflections in another memo or data source, this should be noted. This helps in identifying connections and discrepancies and facilitates the constant comparison process.

Next steps: Lastly, the memo might include a note on the next steps. This could be potential plans for further data collection, areas for deeper analysis, or strategies for validating the interpretations .

Ready to get the most out of your study?

ATLAS.ti helps you with every stage of your project. See how with a free trial.

Before delving into the process of writing a memo for a study, it is essential to understand the flexible and iterative nature of memoing. Writing a memo is not a linear process but a reflexive practice that intertwines with the data collection and analysis processes. Thus, the first step in writing a memo is to immerse oneself in the data. This might involve reading and rereading transcripts , observing visual data, or listening to audio recordings .

While immersing yourself in the data, remain open and attentive to anything that strikes your interest or raises questions. These might be patterns, discrepancies, intriguing statements, or points of confusion. Jot down these initial observations as you encounter them. They serve as the starting points for your memos.

Crafting your research memo

Having set the groundwork, you can now begin to craft your research memo. Despite the structure outlined earlier, remember that memoing is a flexible process. Feel free to adjust the format to suit your needs and the specificities of your research context. Remember that while memoing is an essential part of the process, it is more intended for your reflection than it is for consumption by your eventual audience.

Nurturing the habit of memoing

The practice of memoing is a habit that develops over time. In the initial stages, you might find it challenging to write memos consistently or know what to write about. However, as you immerse yourself in your data and engage deeply with your memos, you will find that the process becomes more intuitive and enriching.

Regularly set aside time for memoing in your schedule. This could be after each data collection session or at the end of each day. Also, periodically review your memos to trace the evolution of your thoughts, draw connections across memos, and identify areas for further exploration.

It's important to remember that memos are not final documents but tools for thinking and learning. Don't worry about getting everything right in the first go. Embrace the uncertainty, allow your thoughts to evolve, and revise your memos as your understanding deepens.

Let's close this section by providing some memo examples. A sample memo can help guide your thinking on how to pursue these memos, so we will look at three different samples from different fields.

Memo example 1: Anthropological study on local food practices Identifier: Memo_Local_Food_Practices_20230502

Summary of data: Field notes from a visit to the local farmer's market in town A, where I observed and interacted with several vendors and consumers.

Reflections and interpretations: A strong sense of community permeates the local farmer's market. Vendors and consumers engage in lengthy conversations, not only about the products but also about personal life events and local happenings. There's an evident pride in locally grown and sourced products, pointing towards a shared value system centered on sustainability and community support.

Connections to other memos or data: This observation aligns with previous interviews where participants expressed their commitment to supporting local businesses. However, it contrasts with the supermarket observation memo where transactions were impersonal and product-centered. Next steps: Plan follow-up interviews with vendors and regular customers to understand the values and motivations underlying their participation in the farmer's market.

Memo example 2: Educational study on remote learning experiences Identifier: Memo_RemoteLearningExperience_Interview3_20230530

Summary of data: Transcript from an interview with a high school student, Jane, who shifted to remote learning due to pandemic constraints.

Reflections and interpretations: Jane expressed a sense of isolation and disconnection from peers, which negatively impacted her motivation to learn. She mentioned the lack of spontaneous interactions and group activities that usually happened in physical classrooms. Yet, she also appreciated the flexibility and autonomy remote learning provided.

Connections to other memos or data: Jane's experience mirrors sentiments expressed in other interviews regarding social isolation. The appreciation of flexibility was also echoed in the memo about the parents' perspective on remote learning.

Next steps: Investigate ways schools are or could be promoting social interactions in the remote learning context. This will involve reviewing literature and policy documents and considering additional interviews with educators.

Memo example 3: Market research on the smartphone industry Identifier: Memo_SmartphoneIndustry_FocusGroup1_20230602

Summary of data: Transcript from a focus group discussion involving six participants who recently purchased smartphones from various brands.

Reflections and interpretations: Participants' purchasing decisions were influenced by a range of factors including brand reputation, price, features, and word-of-mouth recommendations. Interestingly, participants demonstrated limited awareness of the market share of various brands.

Connections to other memos or data: This observation connects with the Brand Image Analysis memo, which highlighted Brand A's efforts to differentiate itself through superior user experience.

Next steps: Further explore how the perception of the product's share of the market influences purchasing decisions. Also, investigate the correlation between user experience and customer loyalty, especially for brands with smaller market shares.

Organize memos, data, and more in ATLAS.ti

Store your project in one place and put it to work with our intuitive interface. Download a free trial today.

How to Write a Research Memo: A Step-by-Step Guide

Feeling behind on ai.

You're not alone. The Neuron is a daily AI newsletter that tracks the latest AI trends and tools you need to know. Join 400,000+ professionals from top companies like Microsoft, Apple, Salesforce and more. 100% FREE.

If you've been tasked with writing a research memo, you may be wondering where to begin. Whether you're writing for school, work, or another purpose, a research memo can be a powerful tool for communicating ideas and findings. In this article, we'll guide you through the process of writing a research memo step-by-step, from understanding its purpose to structuring your memo and editing it for clarity and effectiveness.

Understanding the Purpose of a Research Memo

Before you begin writing your research memo, it's important to understand what it is and why it's important. A research memo is a written document that presents the results of a research project or investigation. It is often used in academic or professional settings to communicate ideas, proposals, or findings to a specific audience.

What is a Research Memo?

A research memo is a type of memo that summarizes research findings and presents them in a clear and concise manner. The purpose of a research memo is to provide the reader with a brief overview of the research project and its findings. It typically includes a brief introduction, background information on the topic or problem being studied, an analysis of the research findings, and a conclusion or recommendation based on those findings.

Research memos are often used in academic or professional settings to communicate the results of research projects to a specific audience. They can be used to inform decisions, propose new ideas or solutions, and showcase the results of research projects. Research memos are also often required as part of coursework, grant proposals, or other projects.

When writing a research memo, it is important to keep in mind that the document should be concise and easy to read. The memo should be written in a professional tone and should be free of errors. It is also important to ensure that the memo is well-organized and that the information presented is relevant to the topic being studied.

Why are Research Memos Important?

Research memos are important because they provide a means of communicating complex ideas and findings to a specific audience. They can be used to inform decisions, propose new ideas or solutions, and showcase the results of research projects. In academic or professional settings, research memos are often required as part of coursework, grant proposals, or other projects.

Research memos can also be used to share information with colleagues or other professionals in a specific field. For example, a researcher may write a memo summarizing the findings of a study on a particular topic and share it with other researchers in the same field. This can help to promote collaboration and advance knowledge in the field.

Overall, research memos are an important tool for communicating the results of research projects to a specific audience. They provide a concise and easy-to-read summary of the research findings and can be used to inform decisions, propose new ideas or solutions, and showcase the results of research projects.

Preparing to Write Your Research Memo

Before you begin writing your research memo, there are several steps you should take to ensure that you have a solid foundation for your memo.

Identify Your Audience

The first step in preparing to write your research memo is to identify your audience. Who will be reading your memo, and what information do they need to know? Consider the knowledge level and interests of your audience to help you tailor your message effectively.

Gather Relevant Information

Once you know who your audience is, you can begin gathering relevant information for your memo. This may involve conducting research on the topic at hand, reviewing existing literature or data, or interviewing experts in the field.

Organize Your Research Findings

With your research in hand, it's time to organize your findings. This may involve creating an outline or mind map to help you identify key themes or ideas, or simply organizing your notes in a logical and coherent manner.

Structuring Your Research Memo

Now that you've prepared for your research memo, it's time to begin structuring your memo itself. A research memo typically includes several key sections, each with a specific purpose.

The header of your research memo should include basic information such as the date, the memo's recipient(s), and the subject of the memo. It may also include a brief summary or overview of the memo's contents.

The Introduction

The introduction of your research memo should provide background information on the topic or problem being studied. It should also state the purpose of the memo and outline the research question(s) or objectives you are addressing.

The Background

The background section of your research memo should provide more detailed information on the topic or problem being studied. This may include a review of existing literature or data, an overview of relevant theories or concepts, or a summary of previous research on the topic.

The Analysis

The analysis section of your research memo should present your research findings and analyze them in a clear and concise manner. This may involve presenting data in tables or graphs, summarizing key trends or patterns, or discussing the significance of your findings.

The Conclusion

The conclusion of your research memo should summarize your findings and provide recommendations or next steps based on those findings. This may involve proposing solutions to the problem or issue being studied, highlighting the implications of your findings, or suggesting further areas of research.

Writing Tips for an Effective Research Memo

Once you've structured your research memo, it's important to ensure that it is well-written and effective in communicating your message. Here are a few writing tips to keep in mind:

Use Clear and Concise Language

A research memo should be written in clear, concise language that can be easily understood by your audience. Avoid jargon or technical terms that your audience may not be familiar with, and break down complex concepts into simple, easy-to-understand language.

Maintain a Professional Tone

Research memos should maintain a professional tone that is appropriate for the audience and purpose of the memo. Avoid colloquialisms or slang, and maintain a respectful and professional tone throughout your writing.

Cite Your Sources Properly

If you are referencing outside sources in your research memo, be sure to cite them properly using the appropriate citation style. This can help to strengthen your argument and demonstrate the rigor of your research.

Edit and Proofread Your Memo

Finally, be sure to edit and proofread your research memo carefully before submitting it. Check for grammar and spelling errors, ensure that your message is clear and concise, and that your memo is well-structured and easy to follow.

By following these steps and taking careful consideration when structuring and writing your research memo, you can create an effective and informative memo that effectively communicates your research findings to your audience.

ChatGPT Prompt for Writing a Research Memo

Use the following prompt in an AI chatbot . Below each prompt, be sure to provide additional details about your situation. These could be scratch notes, what you'd like to say or anything else that guides the AI model to write a certain way.

You Might Also Like...

Princeton Correspondents on Undergraduate Research

A Freshman’s Guide to Writing a Research Policy Memo

The freshman seminars are one of the unique experiences at Princeton. While they may seem intimidating at first, they made me think of the process of research in my very first year in college. Not everyone might become a full-time researcher – I, for example, want to become a policy analyst – but many of our jobs will involve research, and the structure of the freshman seminar is very conducive to the research process. In the Economics of Immigration seminar that I took with Professor Leah Boustan during Fall 2019, we discussed aspects of the economic effects of immigration both on the receiving country and on the migrants themselves. Our final deliverable was a research policy memo – a document that describes a policy intervention by the government, by first arguing the need for it, then describing its advantages, and finally proposing a way by which it might be implemented. In order to write an effective memo, I had to research an issue that necessitated looking at it from diverse points of view. The process made me appreciate several principles of writing a policy memo.

First and foremost, define the problem precisely and clearly . It sounds almost common-sense, but it turned out to be a complicated exercise. For example, for my memo, I proposed a way by which the US government could arrest the economic deterioration in struggling regions like the Midwest incentivizing the labor workforce that had migrated to other areas to return. It is easy to choose a broad, pervasive issue – regional inequality in my case – but, when writing a paper, it is important to focus on a particular aspect of that issue. The idea came to me – quite serendipitously – in the seminar when we were discussing studies that showed that low-skilled immigrants tend to benefit more when they are part of enclaves that have more high-skilled workers. I was also aware that the decline of manufacturing in the Midwest precipitated an exodus of the younger or the wealthier members of the region (who tend to be more productive) in search of better opportunities.

I later realized that such moments of serendipity are often inspired by discussions that take place around us, whether inside the classroom or outside it. During the seminar, I discussed the idea with Professor Boustan, who helped me refine my thoughts and focus on the specific issue of knowledge transfer between the natives and the returning population. Focusing on a particular issue enables you to comprehensively examine the issue at hand, rather than skim over several partially-developed ideas.

Sometimes the discussions spilled outside the classroom, and at such times, I realized that I was sometimes making arguments that did not help with my overall narrative. That leads to the second guiding principle: in order to make a persuasive argument, make sure that your narrative never strays from the stated problem . I often found myself exploring all the different ripples of an idea, which seemed very enticing at first, but soon after they led me down the proverbial rabbit hole. At such times, I found it useful to discuss the issues with friends. As outsiders or as students who were not in this class, they would ask some – in retrospect – simple but powerful questions (“the decline of manufacturing in the Rust Belt is interesting, but how is that important for the proposal?”) that made me realize that I was wandering away from my stated problem. That is not to say that these other arguments were not important – it is just that I would not do any justice to them in my proposal.

The third principle that I realized is to think through the larger strands of your argument and how they relate to each other . While my policy prescription was mainly economic, Prof. Boustan had sensitized us to the fact that migration is also a deeply personal and social issue. Thus, while describing the severity of the problem, I often found that it made sense to emphasize the human cost of economic despair – and then emphasize the economic aspects of the problem. Economics is a social discipline, looking at societal issues, and therefore, it often makes eminent sense to explore the problem from multiple disciplines that inform the human condition.

Finally, give a great deal of thought to the implementation of your idea , in other words, if your ideas are going to help solve some problem, try to explain how those ideas can be turned into actionable advice. For example, while the main component of my policy prescription took the form of economic incentives for the returning population, I also had to emphasize the psychological reasons as to why they might return. In this, I was inspired by the examples of several countries like India, China, South Korea, and others, that have used a combination of economic incentives along with sentimental reasons to attract their famous native-born, who had emigrated to other countries, back to their homeland. Thus, even though my memo was about economic policy, I took time to emphasize family considerations and nostalgia for the place of one’s childhood.

Proper implementation is vitally important to the success of any project, and I found that thinking of the mechanism of implementation influenced every aspect of my research – right from how I thought about the research question. In my experience, one should consider implementation from the very beginning, even when the idea is a work-in-process, and continue to revise these ideas iteratively as they continue along the research process. While these guidelines are specifically for writing a policy memo, many of them are applicable to writing research papers more generally. Of course, not every research paper will need to consider all these principles. The issue of implementation would possibly not be a consideration for researchers in mathematics writing a paper that proves a theorem but would be for any research that has a component of practice. In general, however, I believe that these principles would be useful in a wide variety of contexts and many disciplines. Keeping these principles in mind should be very helpful in creating a coherent, persuasive, and well-structured paper – whether it’s a policy memo or otherwise.

–  Abhimanyu Banerjee, Social Sciences Correspondent

Share this:

• Share on Tumblr

Research Memo

A research memo is a formal note or tool used to answer questions that are necessary in assuring that the content of a research document used by an organization is well interpreted and understood. An effective memo used in this particular purpose should be able to contain details that are based from facts and other credible resources.

Just like a business memo , a research memo is disseminated within the organization; hence not for public consumption unlike a research paper. The templates and samples in this post can guide you in creating a research memo that can provide your company’s needs related to research interpretation, assessment, and / our outlining.

Research Memo Example

• Google Docs

Size: A4, US

Editable Memo Template in Word

Professional Memo Template in Google Docs

Summary Research Memo

Size: 542 KB

Research Proposal Memo Example

Size: 23 KB

Size: 17 KB

Legal Research Memo Sample

Size: 143 KB

What Is a Research Memo?

Research memos differ based on the area that they target. Just like  legal memo examples, research memos talk about specific subjects necessary for the knowledge needed to be known by the entity to whom the research memo is for.   Some of the specific memo examples incorporated in research processes are as follows:

• Bibliographic memo used in research includes data that serves as an outline in word of the analysis of a particular text within a research. It can also provide a response type discussion about a specific research information.
• A theoretical research memo contains information or details that can provide support to the relevance and relation of theories present within a research document.
• A methodological memo is a kind of research memo that is focused on the assessment of methodology used within the entire research process.

How to Write a Research Memo

You can write a research memo by following these steps:

• Identify the short writings that you need to provide to the target audience of the research that you will create.
• Be specific with the kind of research memo that you will put into writing.
• Use memo examples in PDF or any other templates in a variety of software to serve as your references in formatting the content of your research memo.
• Select categories of discussion beneficial and relevant to your study. This may include the chapters, sections, and specific area discussion within your research.
• Incorporate the memo that you have created with the parts of the research where they will be used. Just like in creating business memo examples, it is essential to have a systematic process of organizing a research memo.

Research Department Memorandum

Memo Example for Tax Research

Basic Research Memo

Size: 10 KB

Importance of Research Memo

A research memo is deemed to be necessary and essential for the following reasons:

• Memos used in research can give insights to different research areas which can enlighten the content of a research document needed by a specific audience.
• A research memo allows collaborations and partnerships between entities especially students and research committees.
• Just like management memos , a research memo sets a checklist in PDF of parameters in the usage of data.
• Research memos shapes arguments that may be used to support the content of a research.

Guidelines in Creating a Research Memo

A few guidelines that you may follow in creating a research memo include the following:

• You can use a memo as a reference in creating the layout and format of your own research memo. This will help you to make a more comprehensive and properly structured research memo.
• You should make sure that the data present in your research memo will provide notes on where they can be found within a research document. More so, it should state quotes and other information that you have presented in your research for proper comparison and identification.
• A research memo should be a combination of valid and relevant thoughts together with the factual research statements and conclusions.

Allowing the existence of a well-thought research memo can benefit not only the people to whom the memo is for but the researcher as well. Follow the above mentioned guidelines to create a research memo that is relevant to the research study that you have.

Text prompt

• Instructive
• Professional

Draft a memo announcing the introduction of a new digital library system for students to access textbooks and resources online

Write a memo outlining the schedule and guidelines for the upcoming midterm exams for all students.

Organizing Your Social Sciences Research Assignments

• Annotated Bibliography
• Analyzing a Scholarly Journal Article
• Group Presentations
• Dealing with Nervousness
• Using Visual Aids
• Grading Someone Else's Paper
• Types of Structured Group Activities
• Group Project Survival Skills
• Leading a Class Discussion
• Multiple Book Review Essay
• Reviewing Collected Works
• Writing a Case Analysis Paper
• Writing a Case Study
• About Informed Consent
• Writing Field Notes
• Writing a Policy Memo
• Writing a Reflective Paper
• Writing a Research Proposal
• Generative AI and Writing
• Acknowledgments

A policy memo is a practical, professionally written document that can vary in length from one page to over twenty-five pages. It provides analysis and recommendations directed to a predetermined audience regarding a specific situation, topic, or issue. A well-written policy memo reflects attention to the policy problem. It is well organized and structured in a clear and concise style that assumes the reader possesses limited knowledge of, as well as little time to conduct research about, the topic of concern. There is no thesis statement or overall theoretical framework underpinning the document; the focus is on describing one or more specific policy recommendations and their supporting action items.

Bhasin, Tavishi and Charity Butcher. “Teaching Effective Policy Memo Writing and Infographics in a Policy Programme.” European Political Science 21 (2022): 1-17; Davis, Jennifer. Guide to Writing Effective Policy Memos. MIT OpenCourseWare, Water and Sanitation Infrastructure Planning in Developing Countries, Spring 2004; Judge, Andrew. "Designing and Implementing Policy Writing Assessments: A Practical Guide." Teaching Public Administration 39 (2021): 351-368; Pennock, Andrew. “The Case for Using Policy Writing in Undergraduate Political Science Courses.” PS: Political Science and Politics 44 (January 2011): 141-146.

How to Approach Writing a Policy Memo

Benefits of Writing a Policy Memo

Writing a policy memo is intended to support the following learning outcomes:

• Helps students learn how to write academically rigorous, persuasive papers about a specific “real-world” issue;
• Teaches how to choose and craft a document’s content based on the needs of a particular audience [rather than for a general readership];
• Prepares students to write an effective position paper in non-academic settings;
• Promotes researching, organizing, and writing a persuasive paper that emphasizes presenting evidence-based recommendations rather than simply reporting a study's findings;
• Teaches students to be client-oriented and to better anticipate the assumptions and concerns of their targeted readership;
• Encourages reflective thinking about the cause and consequential effect of a particular recommendation and to anticipate what questions stakeholder groups may have; and,
• Enables students to create original work that synthesizes policy-making research into a clearly written document advocating change and specific courses of action.

Do not approach writing a policy memo in the same way as you would an academic research paper . Yes, there are certain commonalities in how the content is presented [e.g., a well-written problem statement], but the overarching objective of a policy memo is not to discover or create new knowledge. It is focused on providing to a predetermined group of readers the rationale for choosing a particular policy alternative and/or specific courses of action leading to positive social and political change within society. In this sense, most policy memos possess a component of advocacy and advice intended to promote evidence-based dialog about an issue.

Essential Elements of an Effective Policy Memo Focus and Objectives The overall content of your memo should be strategically aimed at achieving the following goal: convincing your target audience about the accuracy of your analysis and, by extension, that your policy recommendations are valid. Avoid lengthy digressions and superfluous narration that can distract the reader from understanding the policy problem. Note that your target audience is defined in two ways: by the decision-makers who can advocate for or implement change and by individuals and groups most likely impacted by your policy recommendations should they be implemented. Professionally Written Always keep in mind that a policy memorandum is a tool for decision-making. Keep it professional and avoid hyperbole and clever or indeterminate language that could undermine the credibility of your document. The presentation and content of the memo should be polished, easy to understand, and free of jargon. Writing professionally does not imply that you can’t be passionate about your topic, but your policy recommendations should be evidence-based and grounded in solid reasoning and a succinct writing style. Evidence-based A policy memo is not an argumentative debate paper. The reader should expect your recommendations to be based upon evidence that the problem exists and understand the consequences [both good and bad] of adopting particular policy alternatives. To address this, policy memos should include a clear cost-benefit analysis that considers anticipated outcomes, the potential impact on stakeholder groups you have identified, clear and quantifiable performance goals, and how success will be measured. Accessibility A policy memo requires clear and simple language that avoids unnecessary jargon and concepts of an academic discipline. Do not skip around. Use one paragraph to develop one idea or argument and make that idea or argument explicit within the first one or two sentences. Your memo should have a straightforward, explicit organizational structure that provides well-explained arguments arranged within a logical sequence of reasoning [think in terms of an if/then logic model--if this policy recommendation, then this action; if this benefit, then this potential cost; if this group is allocated resources, then this group may be excluded]. Presentation Style The visual impact of your memo affects the reader’s ability to grasp your ideas quickly and easily. Include a table of contents and list of figures and charts, if necessary. Subdivide the text using clear and descriptive headings to guide the reader. Incorporate devices such as capitalization, bold text, and bulleted items, but be consistent, and don’t go crazy; the purpose is to facilitate access to specific sections of the paper for successive readings. If it is difficult to find information in your document, policy makers will not use it. Practical and Feasible Your memorandum should provide a set of actions based on what is actually happening in reality. Do not base your policy recommendations on future scenarios or hypothetical situations that could be interpreted as unlikely to occur or that do not appear possible because you have not adequately explained the circumstances supporting these scenarios. Here again, your cost-benefit analysis can be essential to validating the practicality and feasibility of your recommendations. Explicit Transparency Provide specific criteria to assess either the success or failure of the policies you are recommending. As much as possible, this criteria should be derived from your cost/benefit analysis or framed as a SWOT [Strengths-weaknesses, opportunities-threats]. Do not hide or under-report information that does not support your policy recommendations. Just as you would note the limitations of your study in a research paper, a policy memo should describe issues of weakness of your analysis. Explain why they may arise and why your recommendations are still valid despite these issues. Be open and straightforward because doing so strengthens your arguments and it will help the reader assess the overall impact of recommended policy changes.

NOTE: Technically, it would not be wrong for your policy memo to argue for maintaining the status quo. However, the general objective of a policy memo assignment is to critically examine opportunities for transformative change and to highlight the risks of on-going complacency. If you choose to argue for maintaining the current policy trajectory, in whole or in part, be concise in identifying and systematically refuting all relevant policy options. Again, it must be rooted in an evidence-based cost/benefit analysis. Whether maintaining current policies is short-term or long-term [and these need to be clearly defined], you must explain concisely why each possible outcome of maintaining the status quo would be preferable to any alternative policy options and recommended courses of action. If your argument for maintaining the status quo is short-term, explain what factors in the future could trigger a policy-related course correction.

Herman, Luciana. Policy Memos. John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley; Policy Memo. Thompson Writing Program, Writing Studio. Duke University; Policy Memo Guidelines. Cornell Fellows Program. Cornell University; Memo: Audience and Purpose. The Writing Lab and The OWL. Purdue University; Policy Memo Requirements and Guidelines, 2012-2013 edition. Institute for Public Policy Studies. University of Denver; Thrall, A. Trevor. How to Write a Policy Memo. University of Michigan--Dearborn, 2006; Mastro, Oriana Skylar. "Teach What you Preach: A Comprehensive Guide to the Policy Memo as a Methods Teaching Tool." Journal of Political Science Education 17 (2021): 326-340; Writing Effective Memos. Electronic Hallway. Daniel J. Evans School of Public Affairs. University of Washington; Writing Effective Policy Memos. Water & Sanitation Infrastructure Planning syllabus. Spring 2004. Massachusetts Institute of Technology.

Structure and Writing Style

The contents of a policy memo can be organized in a variety of ways. Below is a general template adapted from the “Policy Memo Requirements and Guidelines, 2012-2013 edition” published by the Institute for Public Policy Studies at the University of Denver and from suggestions made in the book, A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving [Eugene Bardach. 4th edition. Thousand Oaks, CA: Sage, 2012] . Both sources provide useful approaches to writing a policy memo in the event your professor does not provide specific guidance. Overall, the tone of your writing should be formal but assertive. Note that the most important consideration in terms of writing style is professionalism, not creativity. I.  Cover Page Provide a complete and informative cover page that includes the document title, date, the full names and titles of the writer or writers [i.e., Joe Smith, Student, Department of Political Science, University of Southern California]. The title of the policy memo should be formally written and specific to the policy issue [e.g., “Charter Schools, Fair Housing, and Legal Standards: A Call for Equal Treatment”]. For longer memos, consider including a brief executive summary that highlights key findings and recommendations.

II.  Introduction and Problem Definition A policy memorandum should begin with a short summary introduction that defines the policy problem, provides important contextual background information, and explains what issues are being covered. This is followed by a short justification for writing the memo, why a decision needs to be made [answering the “So What?” question], and an outline of the recommendations you make or key themes the reader should keep in mind. Summarize your main points in a few sentences, then conclude with a description of how the remainder of the memo is organized.

III.  Methods This is usually where other research about the problem or issue of concern is summarized. Describe how you plan to identify and locate the information on which your policy memo is based. This may include peer-reviewed journals and books as well as possible professionals you interviewed, databases and websites you explored, or legislative histories or relevant case law that you used. Remember this is not intended to be a thorough literature review; only choose sources that persuasively support your position or that help lay a foundation for understanding why actions need to be taken.

IV.  Issue Analysis This section is where you explain in detail how you examined the issue and, by so doing, persuade the reader of the appropriateness of your analysis. This is followed by a description of how your analysis contributes to the current policy debate. It is important to demonstrate that the policy issue may be more complex than a basic pro versus con debate. Very few public policy debates can be reduced to this type of rhetorical dichotomy. Be sure your analysis is thorough and takes into account all factors that may influence possible strategies that could advance a recommended set of solutions.

V.  Proposed Solutions Write a brief review of the specific solutions you evaluated, noting the criteria by which you examined and compared different proposed policy alternatives. Identify the stakeholders impacted by the proposed solutions and describe in what ways they will benefit from your proposed solution. Focus on identifying solutions that have not been proposed or tested elsewhere. Offer a contrarian viewpoint that challenges the reader to take into account a new perspective on the research problem. Note that you can propose solutions that may be considered radical or unorthodox, but they must be realistic and politically feasible.

VI.  Strategic Recommendations Solutions are just opinions until you provide a path that delineates how to get from where you are to where you want to go. Describe what you believe are the best recommended courses of action [i.e., "action items"]. In writing this section, state the broad approach to be taken, with specific, practical steps or measures that should be implemented. Be sure to also state by whom and within what time frame these actions should be taken. Conclude by highlighting the consequences of maintaining the status quo [or if supporting the status quo, why change at this time would be detrimental]. Also, clearly explain why your strategic recommendations are best suited for addressing the current policy situation.

VI.  Limitations As in any academic paper, you must describe limitations to your analysis. In particular, ask yourself if each of your recommendations are realistic, feasible, and sustainable, and in particular, that they can be implemented within the current bureaucratic, economic, political, cultural, social, or other type of contextual climate in which they reside. If not, you should go back and clarify your recommendations and provide further evidence as to why the recommendation is most appropriate for addressing the issue. It does not necessarily undermine the overall recommendations of your study if the limitation cannot be overcome, but you must clearly acknowledge this. Place the limitation within the context of a critical issue that needs further study in concurrence with possible implementation [i.e., findings indicate service learning promotes civic engagement, but there is a lack of data on the types of service learning programs that exist among high schools in South Central Los Angeles].

VII.  Cost-Benefit Analysis This section may be optional but, in some cases, your professor may ask you to include an explicit summary analysis of the costs and benefits of each recommendation. If you are asked to include a separate cost-benefit analysis, be concise and brief. Since most policy memos do not have a formal conclusion, the cost-benefit analysis can act as your conclusion by summarizing the key differences among policy alternatives and recommended courses of action.

NOTE:   A feature found in many policy memos is the inclusion of text boxes or sidebars that are separate from the main body of text. A text box contains a useful checklist, case study, summary, example, quotation, definition, or expansion of an idea that is located close to the text it supports. A sidebar is a type of exclamation located beside or within the main content that brings further attention to a key point or is used to encourage the reader to pay particular attention to that section of the memo. A sidebar often contains a quotation or brief statement lifted from the main text. Both features are appropriate to use in your policy memo, but don't overdo it. Limit the use of a text box or sidebar to only the most essential text that expands or adds value to understanding content in a specific section of the policy memo, in particular, in the issue analysis section or when describing your strategic recommendations.

Bardach, Eugene. A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving . 4th edition. Thousand Oaks, CA: Sage, 2012; Herman, Luciana. Policy Memos. John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley; Policy Memo Guidelines. Cornell Fellows Program. Cornell University; Memo: Audience and Purpose. The Writing Lab and The OWL. Purdue University; Pennock, Andrew. “The Case for Using Policy Writing in Undergraduate Political Science Courses.” PS: Political Science and Politics 44 (January 2011): 141-146; Policy Memo Requirements and Guidelines, 2012-2013 edition. Institute for Public Policy Studies. University of Denver; Text Boxes and Callouts. Australian Government Style Manual; Thrall, A. Trevor. How to Write a Policy Memo. University of Michigan--Dearborn, 2006; Sajedinejad, S., et al. From Research to Impact: A Toolkit for Developing Effective Policy Briefs . Toronto, Ontario: Policy Bench, Fraser Mustard Institute of Human Development, University of Toronto, 2021; What Are Policy Briefs. FAO Corporate Document Repository. United Nations; Writing Effective Memos. Electronic Hallway. Daniel J. Evans School of Public Affairs. University of Washington; Writing Effective Policy Memos. Water & Sanitation Infrastructure Planning syllabus. Spring 2004. Massachusetts Institute of Technology.

Proofreading the Memo

Problems to Avoid

The style and arrangement of an effectively written memo can differ because no two policies, nor their intended audience of readers, are exactly the same. Nevertheless, before you submit your policy memo, be sure you proofread the document so that you avoid these common problems. If you identify one or more of these problems, you should rewrite or re-organize the content accordingly.

1.  Acknowledge the Law of Unintended Consequences . No policy analysis is complete until you have identified for whom the policy actions are supposed to benefit and identify what groups may be impacted by the consequences of their implementation. Review your memo and make sure you have clearly delineated who could be helped and who could be potentially harmed or excluded from benefiting from your recommended policy actions. As noted by Wilcoxen, this is also important because describing who may or may not benefit can help you anticipate which stakeholder groups will support your policy recommendations and which groups will likely oppose it. Calculating potential "winners" and "losers" will help reveal how much it may cost to compensate those groups excluded from benefiting. By building this compensation into your policy recommendations, you are better able to show the reader how to reduce political obstacles.

2.  Anticipate the Reader's Questions . Examine your recommended courses of action and identify any open-ended, declarative, indeterminate, or ambiguous statements that could lead the reader to have to ask further questions. For example, you declare that the most important factor supporting school choice among parents is distance from home. Without clarification or additional information, this could lead the reader to ask numerous questions, such as, why or by what means do you know this, what distance is considered to be too far, what factors contribute to parent's decision about school choice and distance from schools, or what age group does this most apply to. Clarify these types of open-ended statements so that your policy recommendations can be more fully understood and accepted as valid.

3.  Be Concise . Being succinct in your writing does not relate to the overall length of the policy memo or the amount of words you use. It relates to your ability to provide a lot of information clearly and without superfluous detail. Strategies include r eviewing long paragraphs and breaking them up into parts, looking for long sentences and eliminating unnecessary qualifiers and modifiers, and deleting prepositional phrases in favor of adjectives or adverbs. The overarching goal is to be thorough and precise in how your ideas are presented and to avoid writing that uses too many words or excessively technical expressions.

4.  Focus on the Results . While it is important that your memo describe the methods by which you gathered and analyzed the data informing your policy recommendations, the content should focus on explaining the results of your analysis and the logic underpinning your recommendations. Remember your audience. The reader is presumably a decision-maker with limited knowledge of the issue and who has little time to contemplate the methods of analysis. The validity of your findings will be determined primarily by your reader's determination that your policy recommendations and supporting action items are realistic and rooted in sound reasoning. Review your memo and make sure the statement about how you gathered the data is brief and concise. If necessary, technical issues or raw data can be included in an appendix.

5.  Minimize Subjective Reasoning . Although the memo should be persuasive, avoid emphasizing your personal opinion about the topic. A policy memo should be written in a professional tone with recommendations based upon empirical reasoning while, at the same time, reflecting a level of passion about your topic. However, being passionate does not imply being opinionated. The memo should emphasize presenting all of the facts a reader would need to reach their own conclusions about the validity of your recommendations.

6.  Use of Non-textual Elements . It is common for policy memos to include data, statistics, and other types of information that require visualization. Review all tables, charts, figures, graphs, photographs, and other non-textual elements and make sure they are labeled correctly. Examine each in relation to the text, making sure they are described adequately and that they relate to the overall content of your memo. If these elements are located in appendices, make sure descriptive references to them within the text are correct [i.e., reference to Figure 2 is actually the table you want the reader to look at].

Bardach, Eugene and Eric M. Pataschnik. A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving . 5th edition. Thousand Oaks, CA: Sage, 2016; Herman, Luciana. Policy Memos. John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley; Memo: Audience and Purpose. The Writing Lab and The OWL. Purdue University; Policy Memo Requirements and Guidelines, 2012-2013 edition. Institute for Public Policy Studies. University of Denver; Wilcoxen, Peter J. Tips on Writing a Policy Memo. PAI 723, Economics for Public Decisions Course Syllabus. Maxwell School of Citizenship and Public Affairs, Syracuse University.

Writing Tip

Difference Between a Policy Memo and a Policy Brief

A policy memo and a policy brief share much in common. They both describe the rationale for choosing particular policy alternatives or courses of action, they both contain persuasive language, and both documents are written for non-experts, such as, practitioners, politicians, non-governmental agency workers, lobbyists, and others who work on or regularly make decisions about the issue addressed in the document. Both documents are free of jargon or technical terminology and focus on communicating the practical implications of prior policy research to a specific audience based on available evidence.

Ironically, however, a policy memo is typically shorter in length than a policy “brief.” A policy memo usually ranges from one to twenty-five pages, while a policy brief can be anywhere from twenty to more than a hundred pages in length depending on the complexity of the topic. Therefore:

• A policy brief is commonly produced in response to a request from a decision-maker concerning an issue that requires more thorough information to address the underlying policy problem or they are produced by an advocacy group or organization for the purpose of influencing a specific policy, often in an urgent tone. Non-textual elements , such as, figures, charts, graphs, or diagrams, are often included.
• A policy memo is concisely written and presents information, ideas, and recommendations clearly so the reader can quickly scan the document for the most relevant points. Policy memos focus on brevity and often synthesize existing evidence in language that is direct, specific, and with minimal background information or historical context. Non-textual elements are only included if necessary.

Guide to Writing an Effective Policy Memo. Leadership for Educational Equity, New York; Policy Briefs. The Writing Center, University of North Carolina;  Policy Memo. Writing Studio, Duke University; Manny, Karoline. What is a Policy Brief/Memo? Grace Doherty Library, Centra College; Sajedinejad, S., et al. From Research to Impact: A Toolkit for Developing Effective Policy Briefs . Toronto, Ontario: Policy Bench. Fraser Mustard Institute of Human Development, University of Toronto, 2021.

Another Writing Tip

Citing Sources

Policy memos generally do not include extensive footnotes, endnotes, further readings, or a bibliography. However, if you use supporting information in a memo, cite the source in the text. For example, you may refer to a study that supported a specific assertion by referencing it in the following manner: "A study published in 2012 by the Eagleton Center for Public Interest Polling showed that public opinion towards China was....” However, some assignments may require a formal list of references. Before writing your memo, be sure you are clear about how your professor wants you to cite any sources referred to in your analysis.

Policy Memo. Thompson Writing Program, Writing Studio. Duke University.

Yet Another Writing Tip

Using Non-Textual Elements

Policy memos are not just text-based but frequently include numeric tables and charts or other non-textual elements, such as photographs, maps, and illustrations. However, it is important that you use non-textual elements judiciously and only in relation to supplementing and clarifying arguments made in the text so as not to distract the reader from the main points of your memo . As with any non-textual elements, describe what the reader is seeing and why the data is important to understanding the policy problem.

Still Yet Another Writing Tip

Including Appendices

The purpose of an appendix is to provide supplementary material that is not an essential part of the main text but which may be helpful in providing the reader with more complete information. If you have information that is vital to understanding an issue discussed in the memo, it can be included in one or more appendices. However, if you have a lot of information, don't write a five page memo and include twenty pages of appendices. Memos are intended to be  succinct and clearly expressed. If there is a lot of data, refer to the source and summarize it, or discuss with your professor how it should be included.

• << Previous: Writing Field Notes
• Next: Writing a Reflective Paper >>
• Last Updated: Jun 3, 2024 9:44 AM
• URL: https://libguides.usc.edu/writingguide/assignments

Practising Law

How to write legal research memos.

As a junior lawyer, I probably spent 500+ hours writing research memos. If you’re starting out, here’s an example research memo and some tips I’ve learned to structure and write these monsters:

1. Introduction (section 1)

This is where we state the exact question that this research memo is answering.

The introduction should provide enough context so that somebody who may not be involved in this matter can understand what’s going on. Often, memos and advices will be circulated beyond your immediate instructing supervisor (e.g. to another partner, to the client’s legal team, to a director in the client organisation for approval etc). A well-written introduction allows anyone to pick up the document and understand what its purpose is (e.g. considering prospects for potential litigation, responding to a claim, updating company contracts).

For complex legal questions, I would write this introduction out in its entirety and confirm with my supervisor before diving into the legal research.

2. Executive Summary (section 2)

This sets out the answer to the question. It should be written so that a reader can get the answer and the recommended next step(s) by reading just the Introduction and Executive Summary. It’s not uncommon for clients to expect to read only these sections to get the answer to their question(s) – so it’s worth writing this as if it’s a standalone document.

Some lawyers make use of visual aids (diagrams, flowcharts etc.) in this section to concisely set out the answer.

The remainder of the memo is there to explain the reasoning behind the answer if the reader wants to know more. It’s also helpful to list out what is explored in the rest of the memo (i.e. mini table of contents).

3. Body (sections 3 to 7)

This is where we set out the relevant factual background (if known), key assumptions (if any), and detailed legal analysis.

It’s hard to give tips on getting to the right answer (it really just depends on experience, time and brainpower), but a general rule is to make this a standalone document with maximum readability by:

4. “Moving Forward” / Next Steps (section 8)

Here we can restate the answer and, more importantly, our recommended actions following this memo. Even if we’re not strictly correct with these next steps, it shows we’re thinking beyond the immediate task and it’s a good way to stay involved in the matter beyond the discrete task when checking back with our supervisor.

5. Footnotes

Here’s where we make use of those hard-earned legal citation skills from law school. The key is to be specific (i.e. section numbers and paragraph references) so that the reader can immediately pinpoint the relevant parts of the case / statute you’re referring to.

In presenting the memo, it’s also handy to attach the key cases / statutes that our research memo is based on. If you / your supervisors are used to working with digital versions of documents, then it’s also good to hyperlink the relevant cases / statutes / websites that you’ve referred to.

Final thoughts

As we start out, it’s common to write legal research memos for your colleagues to review and ultimately turn into client-facing advices etc. The next step in our development is to prepare these memos so that they’re suitable for the final audience. A good first step is to ask your instructing supervisor how they’re intending to use this research memo, how they’d like it presented so that it’s easier to turn into the final product, and (subject to their review) whether you can do the first draft of that conversion exercise.

Organizing Your Social Sciences Research Paper: Writing a Policy Memo

• Purpose of Guide
• Design Flaws to Avoid
• Independent and Dependent Variables
• Glossary of Research Terms
• Narrowing a Topic Idea
• Broadening a Topic Idea
• Extending the Timeliness of a Topic Idea
• Academic Writing Style
• Choosing a Title
• Making an Outline
• Paragraph Development
• Executive Summary
• The C.A.R.S. Model
• Background Information
• The Research Problem/Question
• Theoretical Framework
• Citation Tracking
• Content Alert Services
• Evaluating Sources
• Reading Research Effectively
• Primary Sources
• Secondary Sources
• Tiertiary Sources
• What Is Scholarly vs. Popular?
• Qualitative Methods
• Quantitative Methods

Using Non-Textual Elements

• Limitations of the Study
• Common Grammar Mistakes
• Writing Concisely
• Avoiding Plagiarism
• Footnotes or Endnotes?
• Further Readings
• Annotated Bibliography
• Dealing with Nervousness
• Using Visual Aids
• Grading Someone Else's Paper
• Types of Structured Group Activities
• Group Project Survival Skills
• Multiple Book Review Essay
• Reviewing Collected Essays
• Writing a Case Study
• About Informed Consent
• Writing Field Notes
• Writing a Policy Memo
• Writing a Research Proposal
• Bibliography

A policy memo is a practical and professionally written document that can vary in length from one page to over one hundred pages. It provides analysis and/or recommendations directed to a predetermined audience regarding a specific situation or topic. A well-written policy memo reflects attention to the research problem. It is well organized and structured in a clear and concise style that assumes the reader possesses limited knowledge of, as well as little time to conduct research about, the issue of concern. There is no thesis statement or overall theoretical framework underpinning the document; the focus is on describing one or more specific policy recommendations and their supporting action items.

Davis, Jennifer. Guide to Writing Effective Policy Memos . MIT OpenCourseWare, Water and Sanitation Infrastructure Planning in Developing Countries, Spring 2004; Pennock, Andrew. “The Case for Using Policy Writing in Undergraduate Political Science Courses.” PS: Political Science and Politics 44 (January 2011): 141-146.

How to Approach Writing a Policy Memo

Policy memo writing assignments are intended to promote the following learning outcomes :

• Help students learn how to write academically rigorous, persuasive papers about a specific “real-world” issue;
• Learn how to choose and craft a document’s content based on the needs of a particular audience [rather than for a general readership];
• Prepare students about how to write effectively in non-academic settings;
• Teach students to be client-oriented and to better anticipate the assumptions and concerns of their targeted readership; and,
• Enable students to create original work that synthesizes their research into a succinctly written document advocating change or a specific course of action.

You should not approach writing a policy memo like you would an academic research paper. Yes, there are certain commonalities in how the content is presented [e.g., a well-written problem statement], but the overarching objective of a policy memo is not to discover or create new knowledge. It is focused on providing a pre-determined group of readers the rationale for choosing a particular policy alternative or specific course of action. In this sense, most policy memos possess a component of advocacy and policy advice intended to promote evidence-based dialog about an issue.

Given these intended learning outcomes, keep in mind the following: Focus and Objectives The overall content of your memo should be strategically aimed at achieving the following goal: convincing your target audience about the accuracy of your analysis and, by extension, that your policy recommendations are valid. Avoid lengthy digressions and superfluous narration that can distract the reader from understanding the policy problem. Professionally Written Always keep in mind that a policy memorandum is a tool for decision-making. Keep it professional and avoid hyperbole that could undermine the credibility of your document. The presentation and content of the memo should be polished, easy to understand, and free of jargon. Writing professionally does not imply that you can’t be passionate about your topic, but your policy recommendations should be grounded in solid reasoning and a succinct writing style. Evidence-based A policy memo is not an argumentative debate paper. The reader should expect your recommendations to be based upon evidence that the problem exists and of the consequences [both good and bad] of adopting particular policy alternatives. To address this, policy memos should include a clear cost-benefit analysis that considers anticipated outcomes, the potential impact on stakeholder groups you have identified, clear and quantifiable performance goals, and how success is to be measured. Accessibility A policy memo requires clear and simple language that avoids unnecessary jargon and concepts of an academic discipline. Do not skip around. Use one paragraph to develop one idea or argument and make that idea or argument explicit within the first one or two sentences. Your memo should have a straightforward, explicit organizational structure that provides well-explained arguments arranged within a logical sequence of reasoning [think in terms of an if/then logic model--if this policy recommendation, then this action; if this benefit, then this potential cost; if this group is allocated resources, then who may be excluded]. Presentation Style The visual impact of your memo affects the reader’s ability to grasp your ideas quickly and easily. Include a table of contents and list of figures and charts, if necessary. Subdivide the text using clear and descriptive headings to guide the reader. Incorporate devices such as capitalization, bold text, and bulleted items but be consistent, and don’t go crazy; the purpose is to facilitate access to specific sections of the paper for successive readings. If it is difficult to find information in your document, policy makers will not use it. Practical and Feasible Your memorandum should provide a set of actions based on what is actually happening in reality. The purpose is never to base your policy recommendations on future scenarios that are unlikely to occur or that do not appear realistic to your targeted readers. Here again, your cost-benefit analysis can be essential to validating the practicality and feasibility to your recommendations. Explicit Transparency Provide specific criteria to assess either the success or failure of the policies you are recommending. As much as possible, this criteria should be derived from your cost/benefit analysis. Do not hide or under-report information that does not support your policy recommendations. Just as you should note limitations in an original research study, a policy memo should describe the weaknesses of your analysis. Be straightforward about it because doing so strengthens your arguments and it will help the reader to assess the overall impact of recommended policy changes.

NOTE : Technically, your policy memo could argue for maintaining the status quo. However, the general objective of policy memos is to examine opportunities for transformative change and the risks of on-going complacency. If you choose to argue for maintaining the current policy trajectory, be concise in identifying and systematically refuting all relevant policy options. Summarize why the outcomes of maintaining the status quo are preferable to any alterative policy options.

Herman, Luciana. Policy Memos . John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo . Student Learning Center. University of California, Berkeley; Policy Memo . Thompson Writing Program, Writing Studio. Duke University; Policy Memo Guidelines . Cornell Fellows Program. Cornell University; Memo: Audience and Purpose . The Writing Lab and The OWL. Purdue University; Policy Memo Requirements and Guidelines, 2012-2013 edition . Institute for Public Policy Studies. University of Denver; Thrall, A. Trevor. How to Write a Policy Memo . University of Michigan--Dearborn, 2006; Writing Effective Memos . Electronic Hallway. Daniel J. Evans School of Public Affairs. University of Washington; Writing Effective Policy Memos . Water & Sanitation Infrastructure Planning syllabus. Spring 2004. Massachusetts Institute of Technology.

Structure and Writing Style

The contents of a policy memo can be organized in a variety of ways. Below is a general template adapted from the “Policy Memo Requirements and Guidelines, 2012-2013 edition” published by the Institute for Public Policy Studies at the University of Denver and from suggestions made in the book, A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving [Eugene Bardach. 4th edition. Thousand Oaks, CA: Sage, 2012] . Both provide useful approaches to writing a policy memo should your professor not provide you with specific guidance. The tone of your writing should be formal but assertive. Note that the most important consideration in terms of writing style is professionalism, not creativity. I.  Cover Page Provide a complete and informative cover page that includes the document title, date, the full names and titles of the writer or writers [i.e., Joe Smith, Student, Department of Political Science, University of Southern California]. The title of the policy memo should be formally written and specific to the policy issue [e.g., “Charter Schools, Fair Housing, and Legal Standards: A Call for Equal Treatment”]. For longer memos, consider including a brief executive summary that highlights key findings and recommendations.

II.  Introduction and Problem Definition A policy memorandum should begin with a short summary introduction that defines the policy problem, provides important contextual background information, and explains what issues the memo covers. This is followed by a short justification for writing the memo, why a decision needs to be made [answering the “So What?” question], and an outline of the recommendations you make or key themes the reader should keep in mind. Summarize your main points in a few sentences, then conclude with a description of how the remainder of the memo is organized.

III.  Methods This is usually where other research about the problem or issue of concern is summarized. Describe how you plan to identify and locate the information on which your policy memo is based. This may include peer-reviewed journals and books as well as possible professionals you interviewed, databases and websites you explored, or legislative histories or relevant case law that you used. Remember this is not intended to be a thorough literature review; only choose sources that persuasively support your position or that helps lay a foundation for understanding why actions need to be taken.

IV.  Issue Analysis This section is where you explain in detail how you examined the issue and, by so doing, persuade the reader of the appropriateness of your analysis. This is followed by a description of how your analysis contributes to the current policy debate. It is important to demonstrate that the policy issue may be more complex than a basic pro versus con debate. Very few public policy debates can be reduced to this type of rhetorical dichotomy. Be sure your analysis is thorough and takes into account all factors that may influence possible strategies that could advance a recommended set of solutions.

V.  Proposed Solutions Write a brief review of the specific solutions you evaluated, noting the criteria by which you examined and compared different proposed policy alternatives. Identify the stakeholders impacted by the proposed solutions and describe in what ways the stakeholders benefit from your proposed solution. Focus on identifying solutions that have not been proposed or tested elsewhere. Offer a contrarian viewpoint that challenges the reader to take into account a new perspective on the research problem. Note that you can propose solutions that may be considered radical or unorthodox, but they must be realistic and politically feasible.

VI.  Strategic Recommendations Solutions are just opinions until you provide a path that delineates how to get from where you are to where you want to go. Describe what you believe are the best recommended courses of action ["action items"]. In writing this section, state the broad approach to be taken, with specific practical steps or measures that should be implemented. Be sure to also state by whom and within what time frame these actions should be taken. Conclude by highlighting the consequences of maintaining the status quo [or if supporting the status quo, why change at this time would be detrimental]. Also, clearly explain why your strategic recommendations are best suited for addressing the current policy situation.

VI.  Limitations As in any academic paper, you must describe limitations to your analysis. In particular, ask yourself if each of your recommendations are realistic, feasible, and sustainable, and in particular, that they can be implemented within the current bureaucratic, economic, political, cultural, or other type of contextual climate in which they reside. If not, you should go back and clarify your recommendations or provide further evidence as to why the recommendation is most appropriate for addressing the issue. If the limitation cannot be overcome, it does not necessarily undermine the overall recommendations of your study, but you must clearly acknowledge it. Place the limitation within the context of a critical issue that needs further study in concurrence with possible implementation [i.e., findings indicate service learning promotes civic engagement, but.there is a lack of data on the types of service learning programs that exist among high schools in Los Angeles].

VII.  Cost-Benefit Analysis This section may be optional but, in some cases, policy memos include an explicit summary analysis of the costs and benefits of each strategic recommendation. If you are asked to include a separate cost-benefit analysis, be concise and brief. Since most policy memos do not have a formal conclusion, the cost-benefit analysis can act as your conclusion by summarizing the key differences among policy alternatives and recommended courses of action.

Bardach, Eugene. A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving . 4th edition. Thousand Oaks, CA: Sage, 2012; Herman, Luciana. Policy Memos . John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo . Student Learning Center. University of California, Berkeley;  Policy Memo Guidelines . Cornell Fellows Program. Cornell University; Memo: Audience and Purpose . The Writing Lab and The OWL. Purdue University; Pennock, Andrew. “The Case for Using Policy Writing in Undergraduate Political Science Courses.” PS: Political Science and Politics 44 (January 2011): 141-146; Policy Memo Requirements and Guidelines, 2012-2013 edition . Institute for Public Policy Studies. University of Denver; Thrall, A. Trevor. How to Write a Policy Memo . University of Michigan--Dearborn, 2006; “ What Are Policy Briefs? ” FAO Corporate Document Repository. United Nations; Writing Effective Memos . Electronic Hallway. Daniel J. Evans School of Public Affairs. University of Washington; Writing Effective Policy Memos . Water & Sanitation Infrastructure Planning syllabus. Spring 2004. Massachusetts Institute of Technology.

Proofreading the Memo

Problems to Avoid

The style and arrangement of an effectively written memo can differ because no two policies, nor their intended audience of readers, are exactly the same. Nevertheless, before you submit your policy memo, be sure you proofread the document in order to avoid these common problems. If you identify one or more of them, you should rewrite or re-organize the content accordingly.

1.  Acknowledge the law of unintended consequences -- no policy analysis is complete until you have identified for whom the policy is supposed to benefit as well as identify what groups may be impacted by the consequences of implementation. Review your memo and make sure you have clearly delineated who could be helped and who could be potentially harmed or excluded from benefiting from your recommended policy actions. As noted by Wilcoxen, this is also important because describing who may or may not benefit can help you anticipate which stakeholder groups will support your policy recommendations and which groups will likely oppose it. Calculating potential winners and losers will help reveal how much it may cost to compensate those groups excluded from benefiting. By building this compensation into your policy recommendations, you are better able to show the reader how to reduce political obstacles.

2.  Anticipate the reader's questions -- examine your recommended courses of action and identify any open-ended, declarative, or ambiguous statements that could lead the reader to have to ask further questions. For example, you declare that the most important factor supporting school choice among parents is distance from home. Without clarification or additional information, a reader may question why or by what means do you know this, or what distance is considered to be too far? Or, what factors contribute to parent's decision about school choice and distance from schools? What age group does this most apply to? Clarify these types of open-ended statements so that your policy can be more fully understood.

3.  Be concise -- being succinct in your writing does not relate to the overall length of the policy memo or the amount of words you use. It relates to an ability to provide a lot of information clearly and without superfluous detail. Strategies include r eviewing long paragraphs and breaking them up into parts, looking for long sentences and eliminating unnecessary qualifiers and modifiers, and deleting prepositional phrases in favor of adjectives or adverbs. The overarching goal is to be thorough and precise in how you present ideas and to avoid writing that uses too many words or excessively technical expressions.

4. Focus on the results -- while it's important that your memo describe the methods by which you gathered and analyzed the data informing your policy recommendations, the content should focus on explaining the results of your analysis and the logic underpinning your recommendations. Remember your audience. The reader is presumably a decision-maker with limited knowledge of the issue and with little time to contemplate the methods of analysis. The validity of your findings will be determined primarily by your reader's determination that your policy recommendations and supporting action items are realistic and rooted in sound reasoning. Review your memo and make sure the statement about how you gathered the data is brief and concise. If necessary, technical issues or raw data can be included as an appendix.

5.  Minimize subjective reasoning -- avoid emphasizing your personal opinion about the topic. A policy memo should be written in a professional tone with recommendations based upon empirical reasoning while, at the same time, reflecting a level of passion about your topic. However, being passionate does not imply being opinionated. The memo should emphasize presenting all of the facts a reader would need to reach his or her own conclusions about the validity of your recommendations.

6.  Use of non-textual elements -- review all tables, charts, figures, graphs, or other non-textual elements and make sure they are labeled correctly. Examine each in relation to the text and make sure they are described adequately and relate to the overall content of your memo. If these elements are located in appendices, make sure references to them within the text is correct [i.e., reference to Figure 2 is actually the table you want the reader to look at].

Bardach, Eugene and Eric M. Pataschnik. A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving . 5th edition. Thousand Oaks, CA: Sage, 2016; Herman, Luciana. Policy Memos . John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo . Student Learning Center. University of California, Berkeley; Memo: Audience and Purpose . The Writing Lab and The OWL. Purdue University;  Policy Memo Requirements and Guidelines, 2012-2013 edition . Institute for Public Policy Studies. University of Denver; Wilcoxen, Peter J. Tips on Writing a Policy Memo . PAI 723, Economics for Public Decisions Course Syllabus. Maxwell School of Citizenship and Public Affairs, Syracuse University.

Writing Tip

Referencing Sources

Policy memos generally do not include footnotes, endnotes, further readings, or a bibliography. However, if you use supporting information in a memo, cite the source in the text. For example, you may refer to a study that supported a specific assertion by referencing it in the following manner: "A study published in 2012 by the Eagleton Center for Public Interest Polling showed that public opinion towards China was....” However, some assignments may require a formal list of references. Before writing your memo, be sure you are clear about how your professor wants you to cite any sources referred to in your analysis.

Policy Memo . Thompson Writing Program, Writing Studio. Duke University .

Another Writing Tip

Policy memos are not just text-based but they may also include numeric tables and charts or non-textual elements, such as photographs, maps, and illustrations. However, it is very important that you use non-textual elements judiciously and only in relation to supplementing and clarifying arguments made in the text so as not to distract the reader from the main points of your memo . As with any non-textual elements, describe what the reader is seeing and why the data is important to understanding the research problem.

Yet Another Writing Tip

Including Appendices

The purpose of an appendix is to provide supplementary material that is not an essential part of the main text but which may be helpful in providing the reader with more complete information. If you have information that is vital to understanding an issue discussed in the memo, it can be included in one or more appendices. However, if you have a lot of information, don't write a five page memo and include twenty pages of appendices. Memos are intended to be  succinct and clearly expressed. If there is a lot of data, refer to the source and summarize it, or discuss with your professor how it could be included.

• << Previous: Writing Field Notes
• Next: Writing a Research Proposal >>
• Last Updated: Jan 17, 2023 10:50 AM
• URL: https://libguides.pointloma.edu/ResearchPaper

• Skip to primary navigation
• Skip to main content
• Skip to primary sidebar
• Skip to footer

Law School Toolbox®

All the tools you need for law school success

How to Outline a Complex Legal Research Memo

May 11, 2022 By Tiffany Gee Ching Lo Leave a Comment

Laying a solid foundation sets you up for success in a huge undertaking like this. Preparing an outline will help clarify your thinking and provide direction about the next steps in researching and writing. This consists of much more than brief bullet points; I envision a detailed outline that includes point headings, subheaders, key quotes, or takeaways from cases—or at the very least, placeholders for them.

This may sound like you’re just writing, but the exercise is actually segregating the thinking phase from the portion when you put things in prose. When you just focus on what you want to say versus how to say it, there is more mental capacity to produce the most persuasive of work. This will facilitate clear and concise writing in the next phase.

Here are some steps to take in outlining a memo:

Understand the key facts

A memo is most useful when it not only summarizes the law, but also applies legal rules to the unique facts and circumstances that brought you to this task. This necessarily assumes your deep familiarity with the underlying facts: the timeline of events, points of disagreement between individuals, and unknown or unclear details. After learning about everything, you must identify the key background information that someone needs to be persuaded by your arguments and set aside the unnecessary details. Insert an outline for a “Statement of Facts” section, which is where you lay out the essential facts to provide the necessary context for the remainder of the memo.

Do some preliminary research

Especially if you have little background knowledge of the substantive law, it is challenging to know whether your arguments are plausible and will be supported by the law. It is a good idea to start with a secondary source, like a treatise, which provides the landscape. You’ll learn about the basic concepts, any evolution in the courts’ thinking, the key precedents, and the unsettled questions in the field. From there, you will feel more equipped to put pen to paper and start a meaty outline.

Framing the legal question(s)

Do you remember reading a case where lawyers on two opposing sides phrase the issue drastically differently? Or notice that judges in the majority or dissent seem to be answering two different questions. How an advocate frames the issue, or how the court characterizes a question for its review, affects the outcome of the case. The same applies when writing a complex memo. How you frame the legal question will affect the legal standard and burden of proof. A good question also is specific to the case, incorporating some of the best facts for your side, and is a memorable question that your audience will hold in their minds. You would then structure of the rest of the memo with a feverish intent to show why your thesis, or your answer to the question is correct.

Lay out the key elements of the brief

After developing your main argument, you should brainstorm and develop the subpoints you need to make. Put the strongest points first, so that your audience knows the best reasons for your position early on. It is your job to convince your audience, so don’t expect them to expend energy to wade through your arguments.

When the subject matter involves many parts, structural tolls will help orient your readers and help them follow along. As you outline, consider including a roadmap, topic sentences, and transition paragraphs.

Additionally, make sure that you will address the counterarguments to your position. It is important to anticipate and address the other side’s contentions, even if you think they do not apply or are weak. You may choose to do this in a separate section, intertwined with your argument, or in footnotes.

Finally, you may want to include an “Additional Research” section on to next steps needed if your supervisor or client wants to explore a specific theory or line of argumentation. This may also be a good place to identify areas where your research did not yield clear answers, as this may present areas for further exploration and creative advocacy. Describe your research steps and provide an assessment based on your impressions of the courts’ approach and the trends in the area.

Revisit and revise

Outlining and writing are iterative processes. Get comfortable with going back if you’re not sure and don’t shy away when you find a “bad” case. If you feel stuck, stepping away can be helpful. You can take a break and come back with fresh eyes. Writing can be a lonely process, and it may help to talk to a research librarian or seek feedback from your supervisor or peers, keeping in mind attorney-client privilege of course.

I hope these ideas are helpful as you work toward your legal memo. For other ways to improve your legal writing, check out this article. Happy outlining!

Looking for some help to do your best in law school? Find out about our law school tutoring options.

About Tiffany Gee Ching Lo

Tiffany Gee Ching Lo is a student at Stanford Law School. She spent her 1L year at the New York University School of Law, where she was involved with Alternative Breaks, Women of Color Collective, and Law Revue, and worked as research assistant. Tiffany received her undergraduate degree from the University of California, Berkeley, graduating magna cum laude with double majors in Political Science and Rhetoric. Tiffany developed an interest in the law from a young age, and have worked in law firms and courthouses in Hong Kong–where she grew up, around the San Francisco Bay Area, and in New York. In her spare time, Tiffany enjoys painting, playing the piano and cello, trying out new recipes, and watching late night talk shows.

Reader Interactions

Leave a reply cancel reply.

Your email address will not be published. Required fields are marked *

Save my name, email, and website in this browser for the next time I comment.

Want Better Law School Grades?

Sign Up for Our Exam Tips!

• Privacy Policy
• Terms & Conditions

Copyright 2024 Law School Toolbox®™

• U.S. Locations
• UMGC Europe
• Learn Online
• Find Answers
• 855-655-8682
• Current Students

UMGC Effective Writing Center Writing the Proposal Memo

Explore more of umgc.

• Writing Resources

How to Write the Proposal Memo

The Proposal Memo serves several purposes:

One, it is usually necessary in the work place to make a proposal to supervisors, have it approved, and possibly receive resources before beginning on a project. Therefore, this is a fairly common real-world writing task.

Two, writing this memo provides you an opportunity to implement the strategies of persuasive writing in a substantial business document.

Three, work on this memo moves you a step closer to your final project, the research-based persuasive report. Writing this memo will help ensure that you have done adequate primary and secondary research and that you have mapped out a clear problem, solution, audience, and plan for your final report.

How Should I Format My Memo?

You should format a memo using the preferred style in your company or work place. To do so, you would study published memos to determine margin size, font style and point size, where the date is placed, whether there is a preference for "Subject:" or "Re:", and so on.

What Should Be in the Memo?

The first part of any memo is the header, in which you identify the recipients, the sender, and the subject. Please address your memo to the decision maker or group of decision makers in your work place or community. Next, the memo should have the following six sections. Be sure to give each section a subtitle that fits with your overall proposal:

• Summary : Most memos begin with a clear statement of purpose--the goal of the memo. However, as someone using reader-based prose, this is also the place to employ the strategy of establishing common ground and common goals.
• What the problem is : Clearly identify and describe the problem for which you are proposing a solution. Try to limit this section to one paragraph.
• Why this problem needs to be investigated : Here you are providing reasons why you think the problem is important in terms of the impact it is having. This should be one to two paragraphs.
• Preliminary ideas for solving the problem : Here you supply the alternatives, recommendations, or solutions that you are considering. This should be one to two paragraphs.
• What research has been conducted on the problem : Describe primary and secondary research that has been or will be carried out as you study the problem and its solution.
• Conclusion : Since this is a proposal memo, the conclusion is where you ask for the permission, time, and resources that you will need to accomplish what you have outlined above.

In terms of length, completing each of the six sections will require more than one page. However, try to limit your memo to two pages or around 1000-1400 words. Slightly more or slightly less is fine, as is going to a third page, if it is justified.

Our helpful admissions advisors can help you choose an academic program to fit your career goals, estimate your transfer credits, and develop a plan for your education costs that fits your budget. If you’re a current UMGC student, please visit the Help Center .

Personal Information

Contact information, additional information.

By submitting this form, you acknowledge that you intend to sign this form electronically and that your electronic signature is the equivalent of a handwritten signature, with all the same legal and binding effect. You are giving your express written consent without obligation for UMGC to contact you regarding our educational programs and services using e-mail, phone, or text, including automated technology for calls and/or texts to the mobile number(s) provided. For more details, including how to opt out, read our privacy policy or contact an admissions advisor .

Please wait, your form is being submitted.

By using our website you agree to our use of cookies. Learn more about how we use cookies by reading our  Privacy Policy .

Purdue Online Writing Lab Purdue OWL® College of Liberal Arts

Memos: General Introduction

Welcome to the Purdue OWL

This page is brought to you by the OWL at Purdue University. When printing this page, you must include the entire legal notice.

Copyright ©1995-2018 by The Writing Lab & The OWL at Purdue and Purdue University. All rights reserved. This material may not be published, reproduced, broadcast, rewritten, or redistributed without permission. Use of this site constitutes acceptance of our terms and conditions of fair use.

What is a memo?

Memos are brief printed documents traditionally used for routine, day-to-day communication within organizations. According to Dr. Johnson-Sheehan,  “Memos are written to people inside [a] company or organization. They are used to convey decisions, meeting agendas, policies, internal reports, and short proposals” ( Technical Communication Today , pp. 84). In alternative settings, memos are used to demonstrate targeted responses to specific topics/questions of interest.

How are memos written?

Learning to write memos can be challenging because they are one of many genres of correspondence often composed by professional writers. The format and layout of business documents vary on macro and micro perspectives -- from country to country and organization to organization. In addition, many organizations develop their own variations of standard styles, adapting documents to the types of messages they send and the audiences they are communicating with.

Nevertheless, the memo-writing genre holds standard conventions that can guide your writing. Developing an acute sense of audience and purpose awareness , which parts to include , and general formatting guidelines will aid your composition of a successful memo. Reading sample memos  can also help clarify the rules of the genre.

Organizing Academic Research Papers: Writing a Policy Memo

• Purpose of Guide
• Design Flaws to Avoid
• Glossary of Research Terms
• Narrowing a Topic Idea
• Broadening a Topic Idea
• Extending the Timeliness of a Topic Idea
• Academic Writing Style
• Choosing a Title
• Making an Outline
• Paragraph Development
• Executive Summary
• Background Information
• The Research Problem/Question
• Theoretical Framework
• Citation Tracking
• Content Alert Services
• Evaluating Sources
• Primary Sources
• Secondary Sources
• Tertiary Sources
• What Is Scholarly vs. Popular?
• Qualitative Methods
• Quantitative Methods

Using Non-Textual Elements

• Limitations of the Study
• Common Grammar Mistakes
• Avoiding Plagiarism
• Footnotes or Endnotes?
• Further Readings
• Annotated Bibliography
• Dealing with Nervousness
• Using Visual Aids
• Grading Someone Else's Paper
• How to Manage Group Projects
• Multiple Book Review Essay
• Reviewing Collected Essays
• About Informed Consent
• Writing Field Notes
• Writing a Policy Memo
• Writing a Research Proposal
• Acknowledgements

A policy memo is a practical and professionally written document that can vary in length from one page to over one hundred pages. It provides analysis and/or recommendations directed to a predetermined audience regarding a specific situation or topic. A well-written policy memo reflects attention to the research problem. It is well organized and structured in a clear and concise style that assumes the reader possesses limited knowledge of, as well as little time to conduct research on, an issue of concern. There is no thesis statement or overall theoretical framework underpinning the document; the focus is on describing one or more specific policy recommendations and supporting action items.

Davis, Jennifer. Guide to Writing Effective Policy Memos . MIT OpenCourseWare, Water and Sanitation Infrastructure Planning in Developing Countries, Spring 2004; Pennock, Andrew. “The Case for Using Policy Writing in Undergraduate Political Science Courses.” PS: Political Science and Politics 44 (January 2011): 141-146.

How to Approach Writing a Policy Memo

Policy memo writing assignments are intended to promote the following learning outcomes :

• to help students learn how to write academically rigorous, persuasive papers about a specific “real-world” issue,
• to learn how to choose and craft a document’s content based on the needs of a particular audience [as opposed to general readership],
• to prepare students about how to write effectively in non-academic settings,
• to teach students to be client-oriented and to better anticipate the assumptions and concerns of their targeted readership, and
• to force students to create original work that synthesizes their research into a succinctly written document advocating change or a specific course of action.

With this in mind, you should not approach writing a policy memo like you would an academic research paper. Yes, there are certain commonalities in how the content is presented [e.g., a well-written problem statement], but the overarching objective of a policy memo is not to discover or create new knowledge. It is focused on providing a pre-determined readership with the rationale for choosing a particular policy alternative or specific course of action. Given this, keep in mind the following: Focus and Objectives The overall content of your memo should be strategically aimed at achieving the following goal--convincing your target audience about the accuracy of your analysis and thus, by extension, that your policy recommendations are valid. Avoid lengthy digressions and superfluous narration that can distract the reader from understanding the policy problem. Professionally Written Always keep in mind that a policy memorandum is a tool for decision-making. Keep it professional and avoid hyperboles that could undermine the credibility of your document. The presentation and content of the memo should be polished, easy to understand, and free of jargon. Writing professionally does not imply that you can’t be passionate about your topic, but your policy recommendations should be grounded in solid reasoning. Evidence-based A policy memo is not an argumentative debate paper. The reader should expect your recommendations to be based upon evidence that the problem exists and of the consequences [both good and bad] of adopting particular alternatives. To address this, policy memos include a clear cost-benefit analysis that considers anticipated outcomes, the potential impact on stakeholder groups, clear and quantifiable performance goals, and how success is to be measured. Accessibility A policy memo requires clear and simple language that avoids unnecessary jargon and concepts of an academic discipline. Do not skip around. Use one paragraph to develop one idea or argument and make that idea or argument explicit within the first one or two sentences. Your memo should have a straightforward, explicit organizational structure that provides well-explained arguments arranged within a logical sequence of reasoning [think if/then; if this policy recommendation, then this action; if this benefit, then this potential cost]. Presentation Style The visual impact of your memo affects the reader’s ability to grasp your ideas quickly and easily. Subdivide the text using clear and descriptive headings to guide the reader. Incorporate devices such as capitalization, bold text, and bulleted items but be consistent, and don’t go crazy; the purpose is to facilitate access to specific sections of the paper for successive readings. If it is difficult to find information in your document, policy makers will not use it. Practical and Feasible Your memorandum should provide arguments based on what is actually happening in reality. The purpose is never to base your policy recommendations on future scenarios that are unlikely to occur or that do not appear realistic to your targeted readers. Here again, your cost-benefit analysis can be essential to validating the practicality and feasibility to your recommendations. Explicit Transparency Provide specific criteria to assess either the success or failure of the policies you are recommending. As much as possible, this criteria should be derived from your cost/benefit analysis. Do not hide or under-report information that does not support your policy recommendations. Just as you should note limitations of a research study, a policy memo should describe the weaknesses of your analysis. Be straightforward about it because doing so strengthens your arguments and it will help the reader to assess the overall impact of recommended policy changes.

NOTE : Technically, your policy memo could argue for maintaining the status quo. However, the general objective of policy memos is to examine opportunities for change and describe the risks of inaction. If you choose to argue to maintain the current policy trajectory, be concise in identifying and systematically refuting all relevant policy options. Summarize why the outcomes of maintaining the status quo are preferable to any alterative policy options.

Herman, Luciana. Policy Memos . John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley; Policy Memo. Thompson Writing Program, Writing Studio. Duke University; Policy Memo Guidelines . Cornell Fellows Program. Cornell University; Memo: Audience and Purpose . The Writing Lab and The OWL. Purdue University; Policy Memo Requirements and Guidelines, 2012-2013 edition . Institute for Public Policy Studies. University of Denver; Thrall, A. Trevor. How to Write a Policy Memo. University of Michigan--Dearborn, 2006; Writing Effective Memos. Electronic Hallway. Daniel J. Evans School of Public Affairs. University of Washington; Writing Effective Policy Memos . Water & Sanitation Infrastructure Planning syllabus. Spring 2004. Massachusetts Institute of Technology.

Structure and Writing Style

The contents of a policy memo can be organized in a variety of different ways. Below is a general template adapted from the “Policy Memo Requirements and Guidelines, 2012-2013 edition” published by the Institute for Public Policy Studies at the University of Denver and the book, A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving [Eugene Bardach. 4th edition. Thousand Oaks, CA: Sage, 2012] . Both provide useful approaches to writing a policy memo if your professor has not provided you with specific guidance. The tone of your writing should be formal but assertive. The most important consideration in terms of writing style is professionalism not creativity. I.  Cover Page Provide a complete and informative cover page that includes the title, date, the full names and titles of the writer or writers [i.e., Joe Smith, Student, Department of Political Science]. The title of your memo should be formally written and specific to the policy issue [e.g., “Charter Schools, Fair Housing, and Legal Standards: A Call for Equal Treatment”]. For longer memos, consider including an executive summary that highlights key findings and recommendations.

II.  Introduction and Problem Definition A policy memorandum should begin with a short summary introduction that defines the policy problem and explains what issues it covers. This is followed by a short justification for writing the memo, why a decision needs to be made [answering the “So what?” question], and an outline of the recommendations you make or key themes the reader should keep in mind. Summarize your main points in a few sentences then conclude with a description of how the remainder of the memo is organized.

III. Methods This is usually where other research done on the issue is noted. Describe how you planned to identify and locate the information on which your policy memo is based. This may include peer-reviewed journals and books as well as possible professionals you interviewed, databases and websites you explored, or legislative histories or relevant case law that you used. Remember this is not intended to be a thorough literature review; only choose sources that persuasively support your position.

IV.  Issue Analysis This section is where you explain in detail how you examined the issue and, in so doing, persuade  the reader of the appropriateness of your analysis. This is followed by a description of how your analysis contributes to the current policy debate. It is important to demonstrate that the policy issue may be more complex than a basic pro versus con debate. Very few public policy debates can be reduced to this type of rhetorical dichotomy. Be sure your analysis is thorough and takes into account all factors that may influence possible strategies that could advance a recommended set of solutions.

V.  Proposed Solutions Write a brief review of the specific solutions you evaluated, noting the criteria by which you examined and compared different proposed policy alternatives. Identify the stakeholders impacted by the proposed solutions and describe in what ways the stakeholders benefit from your proposed solution. Focus on identifying solutions that have not been proposed elsewhere or offering a contrarian viewpoint that challenges the reader to take into account a new perspective on the problem. Note that your solutions can be radical but they must be realistic and politically feasible.

VI. Strategic Recommendations Solutions are just opinions until you provide a path that delineates how to get from where you are to where you want to go. Describe what you believe are the best recommended courses of action ["action items"] in addressing the policy issue. In writing this section, state the broad approach to be taken, with specific practical steps or measures that should be implemented. Be sure to also state by whom and within what time frame these actions should be taken. Conclude by highlighting the consequences of maintaining the status quo. Be sure to clearly explain why your strategic recommendations are best suited for the situation.

VI. Limitations As in any academic paper, you must describe any limitations to your analysis. In particular, ask yourself if each of your recommendations are realistic, politically feasible, and sustainable and that they can be implemented within the current bureaucratic, economic, political, cultural, or other type of contextual climate in which they reside. If not, you should go back and clarify your recommendations or provide further evidence as to why the recommendation is most appropriate for addressing the issue. If the limitation cannot be overcome [i.e., there is a lack of key data], clearly acknowledge it, but place the limitation within the context of a critical issue in need of further study.

VII. Cost-Benefit Analysis This section may be optional but some policy memos benefit by having an explicit summary analysis of the costs and benefits of each strategic recommendation. If you include a cost-benefit analysis, be concise and brief. Most policy memos do not have a formal conclusion; the cost-benefit analysis can act as a conclusion by summarizing key differences among policy alternatives.

Bardach, Eugene. A Practical Guide for Policy Analysis: The Eightfold Path to More Effective Problem-Solving. 4th edition. Thousand Oaks, CA: Sage, 2012; Herman, Luciana. Policy Memos . John F. Kennedy School of Government. Harvard University; How to Write a Public Policy Memo. Student Learning Center. University of California, Berkeley;  Policy Memo Guidelines . Cornell Fellows Program. Cornell University; Memo: Audience and Purpose . The Writing Lab and The OWL. Purdue University; Pennock, Andrew. “The Case for Using Policy Writing in Undergraduate Political Science Courses.” PS: Political Science and Politics 44 (January 2011): 141-146; Policy Memo Requirements and Guidelines, 2012-2013 edition . Institute for Public Policy Studies. University of Denver; Thrall, A. Trevor. How to Write a Policy Memo. University of Michigan--Dearborn, 2006; “ What Are Policy Briefs? ” FAO Corporate Document Repository. United Nations; Writing Effective Memos. Electronic Hallway. Daniel J. Evans School of Public Affairs. University of Washington; Writing Effective Policy Memos . Water & Sanitation Infrastructure Planning syllabus. Spring 2004. Massachusetts Institute of Technology.

Writing Tip

Referencing Sources

Policy memos generally do not include footnotes, endnotes, further readings, or a bibliography. However, if you use supporting information in a memo, cite the source in the text. For example, you may refer to a study that supported a specific assertion by referencing it in the following manner: "A study published in 2012 by the Eagleton Center for Public Interest Polling showed that public opinion towards China was....” However, some assignments may require a list of references. Before writing your memo, be sure you are clear about how your professor wants you to cite any sources referred to in your analysis.

Policy Memo . Thompson Writing Program, Writing Studio. Duke University .

Another Writing Tip

Policy memos are not just textual position papers but they may also include numeric tables and charts or non-textual elements, such as photographs, maps, or illustrations. However, it is very important that you use non-textual elements judiciously and only in relation to supplementing and clarifying arguments made in the text so as not to distract the reader from the main points of your memo . As with any non-textual elements, describe what the reader is seeing and why the data is important to understanding the issue.

Yet Another Writing Tip

Including Appendices

The purpose of an appendix is to provide supplementary material that is not an essential part of the main text but which may be helpful in providing the reader with more complete information. If you have information that is vital to understanding an issue discussed in the memo, it can be included in one or more appendices. However, if you have a lot of information, don't pull the trick of writing a five page memo and including twenty pages of appendices. Memos are intended to be  succinct and clearly expressed. If there is a lot of data, refer to the source and summarize it, or discuss with your professor how it could be included.

• << Previous: Writing Field Notes
• Next: Writing a Research Proposal >>
• Last Updated: Jul 18, 2023 11:58 AM
• URL: https://library.sacredheart.edu/c.php?g=29803
• QuickSearch
• Library Catalog
• Databases A-Z
• Publication Finder
• Course Reserves
• Citation Linker
• Digital Commons
• Our Website

Research Support

• Ask a Librarian
• Appointments
• Interlibrary Loan (ILL)
• Research Guides
• Databases by Subject
• Citation Help

Using the Library

• Reserve a Group Study Room
• Renew Books
• Honors Study Rooms
• Off-Campus Access
• Library Policies
• Library Technology

User Information

• Grad Students
• Online Students
• COVID-19 Updates
• Staff Directory
• News & Announcements
• Library Newsletter

My Accounts

• Interlibrary Loan
• Staff Site Login

FIND US ON  

How it works

Transform your enterprise with the scalable mindsets, skills, & behavior change that drive performance.

Explore how BetterUp connects to your core business systems.

We pair AI with the latest in human-centered coaching to drive powerful, lasting learning and behavior change.

Build leaders that accelerate team performance and engagement.

Unlock performance potential at scale with AI-powered curated growth journeys.

Build resilience, well-being and agility to drive performance across your entire enterprise.

Transform your business, starting with your sales leaders.

Unlock business impact from the top with executive coaching.

Foster a culture of inclusion and belonging.

Accelerate the performance and potential of your agencies and employees.

See how innovative organizations use BetterUp to build a thriving workforce.

Discover how BetterUp measurably impacts key business outcomes for organizations like yours.

A demo is the first step to transforming your business. Meet with us to develop a plan for attaining your goals.

• What is coaching?

Learn how 1:1 coaching works, who its for, and if it's right for you.

Accelerate your personal and professional growth with the expert guidance of a BetterUp Coach.

Types of Coaching

Navigate career transitions, accelerate your professional growth, and achieve your career goals with expert coaching.

Enhance your communication skills for better personal and professional relationships, with tailored coaching that focuses on your needs.

Find balance, resilience, and well-being in all areas of your life with holistic coaching designed to empower you.

Discover your perfect match : Take our 5-minute assessment and let us pair you with one of our top Coaches tailored just for you.

Research, expert insights, and resources to develop courageous leaders within your organization.

Best practices, research, and tools to fuel individual and business growth.

View on-demand BetterUp events and learn about upcoming live discussions.

The latest insights and ideas for building a high-performing workplace.

• BetterUp Briefing

The online magazine that helps you understand tomorrow's workforce trends, today.

Innovative research featured in peer-reviewed journals, press, and more.

Founded in 2022 to deepen the understanding of the intersection of well-being, purpose, and performance

We're on a mission to help everyone live with clarity, purpose, and passion.

Join us and create impactful change.

Read the buzz about BetterUp.

Meet the leadership that's passionate about empowering your workforce.

For Business

For Individuals

How to write a memo: 8 steps with examples

Jump to section

What’s a memorandum?

How to write a business memo in 8 steps, when to write a memo, 5 examples of memos, unleashing the power of effective memos.

Whether you’re planning a meeting or working on a project with dozens of moving parts, effective communication is the key to success. 

But it’s hard to keep everyone in the loop all the time. You can’t always host a 1:1 meeting or talk to coworkers face-to-face when new information arises. Sometimes, all you need is a short notification that alerts everyone at the same time — and does so quickly.

Memos provide a streamlined channel for internal communication. In a short space, you can share vital information with clarity and impact. Here’s the step-by-step process of how to write a memo with specific examples, from crafting a compelling header to including action plans and timelines.

A memorandum, also known as a memo, is a concise written message that quickly and efficiently shares vital information. This could come in the form of an email, Slack announcement, or a piece of paper on a bulletin board, depending on the workplace.

A well-structured memo offers lots of information in a short space. It does everything from announcing changes in company policy to providing vital project updates, all without wasting readers’ time. Anyone can write an email, but memo-writing is a learned skill that takes time to truly perfect.

To create a succinct and comprehensive memo, formatting is key. Just like a professional email , every piece of information plays a role in making the memo easily digestible and actionable — from subject line to salutation . 

Here’s a step-by-step approach to ensure your messages are both effective and clear:

1. Start with a header

To set the stage, always start with a comprehensive header. The header should include the date and the general subject, along with who the memo is to and from. These elements offer context and ensure that readers quickly grasp the basic premise, aiding quick decision-making about the action they need to take.

2. Craft a clear objective statement

The first paragraph of your memo should directly express its purpose in an objective statement or problem statement . This not only helps the recipients understand the memo's relevance, but also ensures they grasp its intent swiftly.

Think of a cover letter . The first line is usually something like “I am writing to…” A memo should have the same clarity so readers immediately know what they’re looking at and why.

3. Provide a comprehensive body paragraph

The body of the memo is where you'll develop your main points, so it should be as comprehensive as possible despite the short space. Always start with critical details as early as possible, then move towards less significant but still pertinent information. 

To enhance readability, structure the body using bullet points or numbered lists. And remember to stay away from unnecessary jargon that may confuse your readers. A memo’s goal is brevity, so make sure it’s easy to understand.

4. Provide background information

If your memo references previous events, circumstances, or memos, include a brief background section. This provides context, orients your readers, and ties your current communication to past events or actions, offering a holistic understanding of the situation at hand.

5. Include action items and timelines

Memos often need to include a call to action that tells readers what to do next, whether that’s to acknowledge receipt or find a meeting room ASAP. Clearly define the steps they need to take, identify the parties responsible, and specify the deadlines for these tasks.

By doing so, you encourage accountability and create a shared understanding of expectations, fostering a more organized and efficient work environment .

6. Add a summary

If your memo tackles a complex issue or is particularly lengthy, add a short conclusion to summarize the most important points. In the absence of face-to-face cues, reiterating the main points through a brief summary reinforces the essential elements of your message, aiding comprehension.

7. Include your contact information

As hard as you may try, communication isn’t always clear. People might have questions about what to do next, and failing to provide a clear path toward those answers could add unnecessary hurdles. 

To avoid this, always add your contact information at the end of your memo, whether that’s your desk location or your Slack handle. This lets your colleagues reach out if they have questions or need further clarification on any points.

8. Add attachments if necessary

If you reference other documents, graphs, or materials, either attach them or provide accessible links. This ensures that your readers have all the resources at their disposal to fully understand and act upon the memo. Linking out also keeps you from adding too much information to the memo itself.

According to Gallup’s 2022 State of the Global Workplace Report, 41% of employees wish they could change their company’s engagement or culture . And communication falls into that category. Meetings, emails, and effective memos all support the interactions that uplift strong culture .

Knowing when to write a memo helps you choose the right type of communication for the situation and avoid information silos . Here are some scenarios where memos shine:

Inform about company policies or changes: If your organization is undergoing changes in policies, procedures, or strategies, a memo is an excellent way to update staff. It ensures uniform understanding and gives everyone the chance to ask questions as soon as possible, saving time and stunting the spread of misinformation.

Raise awareness about an issue: If a significant issue is impacting your organization's functioning, a memo brings it to everyone's attention. In this situation, a memo is also vital for overall engagement and the employee experience because it keeps people in the loop on important issues and reinforces the value of their contributions.

Provide updates on a project: Memos are a great tool for informing stakeholders about a project's progress, timeline adjustments, or resource requirements. Informing everyone of all the project's deadlines and ongoing developments prevents roadblocks and helps projects run smoothly.

Make a request: A memo effectively communicates formal requests, including those for resources, approvals, or feedback . By clearly articulating the reasons and potential benefits of your request, a memo acts as a persuasive tool for support or approval. It can also anticipate and address possible questions.

Recognize employee achievement: Memos are also a method for acknowledging outstanding employee performance a nd achievements like a promotion . This has the multipurpose effect of expressing recognition for hard work while emphasizing company values , boosting morale , and fostering a positive work environment.

To help you better visualize how to write a good memo, here are five memo examples for different situations:

1. Change in policy memo 

This example not only outlines changes in company policy, but also explains the reasons behind the change. It encourages questions and tells readers exactly where to go for more information, offering transparency and support.

To: [person or department name]

From: [person or department name]

Date: [insert date]

Subject: [subject] Policy Change

I'm writing to inform you of an important update regarding [policy]. Effective [date], we will be implementing changes to [specific details of the policy changes].

The purpose of this change is to [explain the rationale behind the change and its benefits]. We believe that these adjustments will contribute to [goal].

Please take the time to review the attached document outlining the updated policy in detail. Should you have any questions or concerns, feel free to reach out to [contact person or department].

Thank you for your attention to this matter.

Best regards,

2. Project update memo

An update memo keeps everyone informed about a project's progress, any changes to the original plan, or any challenges along the way. This ongoing communication helps preempt problems and ensures everyone is working towards the same goals.

Subject: [project name] Update

Here’s an update on the progress of [project name]. Here are the key developments since our last update:

• [a summary of tasks and milestones]
• [any challenges or issues and how they were resolved]
• [any adjustments to the project timeline or scope, if applicable]

Overall, we’re making steady progress and remain on track to meet our goals. Please stay vigilant and continue to give your best effort to ensure the successful completion of this project.

If you have any questions or need further clarification, please don't hesitate to reach out to me. Let's keep up the excellent work!

3. Issue alert memo

This type of memo raises awareness about a specific issue affecting the company, a department, or a specific project. Besides highlighting the problem, it may also suggest potential steps to address it, encouraging proactive problem-solving within the organization.

Subject: [subject] Issue

I'm writing to bring your attention to an issue with [subject]. It has come to our attention that [describe the issue and its impact on the company or employees].

We understand the potential challenges that this may pose and are actively working on resolving the situation. In the meantime, we encourage everyone to [provide any necessary instructions or precautions].

Rest assured that we’re taking this matter seriously, and we will keep you updated on any progress or further instructions. If you have any insights or suggestions related to this issue, please share them with [contact person or department].

Thank you for your understanding and cooperation.

4. Request memo 

A request memo formalizes a need for resources, feedback, or approval. By clearly outlining the reasons behind the request, you effectively communicate the need for these items and the impact they could have on the team.

Subject: [specific request]

Hi [person or department name],

I hope this message finds you well. I'm writing to formally request [specific request]. This is because [provide a concise explanation of the request, including its importance and potential benefits for the company].

I’ve attached a detailed proposal outlining the specifics of the request, including [details, supporting data, and relevant information]. 

Should you have any questions or require further information, please don't hesitate to reach out to me. I appreciate your attention.

5. Employee recognition memo

According to data from Gallup, employees who don’t experience enough recognition are twice as likely to say they’ll quit in the next year .

A memo is a quick way to give kudos and celebrate an employee's achievement or contribution to the company. Not only does it express appreciation for hard work , but it also boosts morale and fosters a healthy environment for everyone.

Subject: Quick kudos

Let’s all take a moment to appreciate [employee name] from [department/team]’s exceptional performance and dedication. They have consistently demonstrated [specific achievements, qualities, or contributions].

Their hard work and commitment to excellence have been truly remarkable and deserving of recognition. [employee name]’s efforts reflect positively on the entire team and contribute to our overall success as a company.

Please join me in congratulating [employee name] for their outstanding achievement. We appreciate their continued dedication and professionalism. Let's celebrate this milestone and continue to inspire and support one another in our respective roles.

Warmest congratulations once again!

Mastering how to write a memo is an essential skill in the corporate world because it lets you convey a message with clarity and simplicity.

Whether you're drafting a project update or learning how to write a memo to your boss, you can become a better communicator and break down silos. Never underestimate the power of a well-structured and purposeful memo.

Elevate your communication skills

Unlock the power of clear and persuasive communication. Our coaches can guide you to build strong relationships and succeed in both personal and professional life.

Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

Learn what process mapping is and how to create one (+ examples)

Curious wanting to learn more is key to career success, how to create a work plan (with template), the pareto principle: how the 80/20 rule can help you do more with less, what is lateral thinking 7 techniques to encourage creative ideas, get smart about your goals at work and start seeing results, the only guide you'll need to create effective cascading goals, create smart kpis to strategically grow your business, 10 organizational skills that will put you a step ahead, make the most of your time with the best time management tools, use a personal swot analysis to discover your strengths and weaknesses, hit the ground running with this ultimate 30-60-90 day plan, 10 problem-solving strategies to turn challenges on their head, how to make a daily schedule: tips and examples, how to prioritize tasks: 7 tips to perfect your workflow, squirrel how to increase attention span so you get stuff done, sound on, distractions off: how to use music to concentrate, eliminate distractions at work for your most productive day yet, stay connected with betterup, get our newsletter, event invites, plus product insights and research..

3100 E 5th Street, Suite 350 Austin, TX 78702

• Platform Overview
• Integrations
• Powered by AI
• BetterUp Lead™
• BetterUp Manage™
• BetterUp Care®
• Sales Performance
• Diversity & Inclusion
• Case Studies
• Why BetterUp?
• About Coaching
• Find your Coach
• Career Coaching
• Communication Coaching
• Life Coaching
• News and Press
• Leadership Team
• Become a BetterUp Coach
• BetterUp Labs
• Center for Purpose & Performance
• Leadership Training
• Business Coaching
• Contact Support
• Contact Sales
• Privacy Policy
• Acceptable Use Policy
• Trust & Security
• Cookie Preferences

We use cookies to give you the best experience possible. By continuing we’ll assume you’re on board with our cookie policy

• A Research Guide
• Writing Guide
• Non-academic writing
• Sample Memo - How to Write it Properly

Sample Memo – How to Write it Properly

Essential parts of the memo, the heading and subject line, opening part, the context part, task or action part, discussion part, conclusion or summary, closing statement, attachment if any, when to use a memo, sample memo for using digital marketing campaigns for toys.

Sample memo of implementing new tea break timings

• Tea breaks will be only for 15 minutes.
• The production staff will be going on a Tea break from 10:05 AM to 10:20 in the morning and 4:05 PM to 4:20 PM in the evening.
• The process quality group and quality assurance group staff will be going on a Tea break from 9:45 AM to 10:00 PM in the morning and 3:45 PM to 4:00 PM.
• The employees will be going for the tea break in two groups, i.e. all quality testing staff will be going for a break first. All production staff will be going for a break after the quality testing staff is back from the break.
• All staff will be using Time-In and Time-Out system to ensure that the time is not logged as productive time while they are in a tea break.

By clicking "Log In", you agree to our terms of service and privacy policy . We'll occasionally send you account related and promo emails.

Sign Up for your FREE account

Free All-in-One Office Suite with PDF Editor

Edit Word, Excel, and PPT for FREE.

Read, edit, and convert PDFs with the powerful PDF toolkit.

Microsoft-like interface, easy to use.

Windows • MacOS • Linux • iOS • Android

Select areas that need to improve

• Didn't match my interface
• Too technical or incomprehensible
• Incorrect operation instructions
• Incomplete instructions on this function

Fields marked * are required please

Please leave your suggestions below

• Quick Tutorials
• Practical Skills

How to Write a Cover Letter [Tips with Examples]

As a writer, I did my fair share of job hunting. Despite my experience and expertise, I often struggled with impressing interviewers due to my lackluster cover letters. Limited resources and time constraints left my cover letters far from impressive. However, things changed when I mastered the art of writing compelling cover letters. Soon, I started receiving interview calls and eventually landed my dream job. In this article, I will share these cover letter writing techniques with you, so you too know how to write a cover letter and can effortlessly land the job of your dreams.

What is a Cover Letter and What does it Contain?

A cover letter is a one-page business letter that you submit along with your resume when applying for a job. Its primary purpose is to persuade the employer that you are an excellent candidate for the role. It complements your resume by clearly linking your experience and interests to the position you're applying for. Essentially, the cover letter is your chance to convince the employer to invite you for an interview.

A typical cover letter contains several key elements, each serving a specific purpose in showcasing your qualifications and enthusiasm for the position. Here’s a breakdown of what a cover letter typically includes:

Your Contact Information: Name, address, phone number, and email address.

Date: The date you are writing the letter.

Employer’s Contact Information: Name, title, company, and address of the person you are addressing the letter to.

2. Salutation

Address the letter to a specific person if possible (e.g., “Dear Mr. Smith,” or “Dear Hiring Manager,”).

3. Introduction

Opening Statement: A brief introduction mentioning the job you are applying for and how you found out about the position.

Hook: A compelling reason why you are interested in the job and the company.

First Paragraph: Explain why you are a good fit for the role. Highlight key qualifications and experiences that align with the job requirements.

Second Paragraph: Provide specific examples of your accomplishments and how they relate to the job. Use quantifiable achievements to demonstrate your impact.

Third Paragraph: Discuss your knowledge of the company and why you are excited about this particular opportunity. Show that you have researched the organization and explain how your goals align with its mission and values.

5. Conclusion

Closing Statement: Reiterate your enthusiasm for the position and the company. Summarize why you are a strong candidate.

Call to Action: Mention your desire for an interview and provide your contact information again. Indicate that you will follow up within a certain timeframe.

Thank You: Express gratitude for the reader’s time and consideration.

6. Signature

Closing Phrase: Use a professional closing, such as “Sincerely”, or “Best regards”.

Signature: Leave space for your handwritten signature (if submitting a hard copy) and then type your name below it.

How to Write a Cover Letter For a Job in 5 Steps!

Firstly, it’s crucial to streamline the process of crafting a cover letter, but that doesn’t mean using the same cover letter for every job position or even the same position at different companies. Customization is key to standing out.

Step 1. Research the Company- AIPal

Open the job listing you want to apply for, typically found on platforms like LinkedIn or Indeed. These platforms usually provide a detailed job description outlining the requirements and responsibilities.

To begin, I will write a cover letter for the Sales & Marketing Manager position at Pride Mile, which is a remote job listing I found on LinkedIn.

To proceed effectively, I will copy the job description and input it into AIPal to extract key keywords. These keywords are crucial as they highlight the skills and attributes the employer is seeking for the role.

Prompt: Extract keywords from this job description that I can in my cover letter.

To refine your keyword research, you can ask AIPal to extract keywords and categorize them into tiers.

Prompt: Extract keywords from this job description that I can in my cover letter. Assign them in three tiers ranging from the most important to least important.

This way, you'll identify the most critical keywords, which should be emphasized more in your cover letter, and less important keywords, which can be mentioned once or twice.

This approach will give me a comprehensive understanding of what the job entails and what qualities I should emphasize in my cover letter.

Step 2. Choose a template- WPS Office

Choosing a cover letter template is important because it gives you a clear structure to follow, saving you time and ensuring your letter looks polished. It guides you on what information to include, from your skills to your qualifications, making it easier to customize each letter for different job applications. Templates also help keep your letter organized and visually appealing, which is key to making a positive impression on employers.

WPS Office has been a godsend in this regard, offering plenty of cover letter templates. I followed these steps to find the desired cover letter for the Marketing Manager position:

Open WPS Office and click on "New" on the left side pane.

Next, simply click on the “All” tab in the left side pane. This will display numerous templates available on WPS Office for documents, spreadsheets, and presentations.

To save time browsing through all the options, simply search for "cover letter". This filters out irrelevant templates and helps find the right cover letter template for the job post in context.

Upon finding the suitable template for the job post, click on it to preview.

To start customizing the selected template, click the "Download" button at the top right corner, which will launch it in the WPS Writer interface for editing.

Header and Salutation

Headers and salutations are essential in a cover letter for their role in setting a professional tone. The header provides your contact details and the date, ensuring easy communication and formal presentation.

Salutations, like "Dear Hiring Manager," personalize your letter and demonstrate attention to detail, addressing the recipient directly and showcasing professionalism from the start.

One of the standout features of WPS templates is its ready-made header, which enhances the visual appeal of your cover letter. It includes sections for your contact information, the date, and the recipient's details.

Addressing the recipient by name whenever possible adds a personal touch; if that information isn't available, a generic greeting such as "Dear Hiring Manager" remains professional and appropriate. Ensuring the document is error-free further underscores your professionalism and attention to detail.

Step 3. Introduction- Your Opening Sentences

Starting your cover letter with a compelling introduction is crucial. It’s your chance to grab the hiring manager's attention and make a strong first impression. A well-crafted opening should highlight your enthusiasm, showcase your qualifications, and give a hint of your personality.

Here are a few key things to keep in mind to create an engaging and effective cover letter introduction:

Expressing genuine passion for the role or the company can make a strong impact. For example, in a sales manager position:

Dear Mr. Brown, my name is Anna and I’m excited about the opportunity to help your company exceed its sales targets. My five years of experience as a Sales Representative at XYZ Inc. have equipped me with the skills needed to drive results. Last year, we surpassed our KPIs by 50%, and I’m eager to bring this success to your team.

Referrals can add credibility to your application. For instance, in an architectural position:

I was thrilled to learn about this job opportunity from John Doe, who has been with your firm for five years. John and I collaborated on an architectural project for over a year, and he recommended I apply for this role, believing I’d be a great fit.

Demonstrating your knowledge about the company shows dedication. For example, in a social worker position:

I have always admired the work your organization does with vulnerable communities. Your commitment to social justice resonates with my professional values, and I believe my previous experience as a social worker aligns perfectly with your mission.

Starting with a significant accomplishment can immediately capture interest. For example, in a public relations position:

As a Public Relations Representative at Company XYZ, I enhanced the company’s reputation and public image, resulting in a 40% increase in customer satisfaction. I am eager to bring my proven track record of success to your organization as the Head of Communications.

Step 4. Body- the Most Important Part

The body of your resume is where you showcase your qualifications, experience, skills, and achievements to demonstrate why you're the ideal candidate for the job. Structuring this section effectively is crucial to capturing the attention of hiring managers and persuading them to consider you for the position.

Here’s how to craft a compelling resume body:

Start with a Strong Summary or Objective Statement:

Begin your resume with a concise summary or objective that highlights your career goals and what you bring to the table. This helps recruiters quickly understand your professional background and aspirations. For example:

Results-driven marketing professional with 8+ years of experience in digital marketing strategies and campaign management. Proven track record of increasing brand awareness and revenue growth through innovative marketing initiatives. Seeking to leverage my skills and expertise to contribute to the continued success of ABC Company.

Highlight Key Skills:

List relevant skills that align with the job requirements. Use bullet points to make them easy to scan. Focus on both technical skills (e.g., software proficiency, languages) and soft skills (e.g., communication, leadership). For example:

Digital Marketing Strategy

SEO/SEM Optimization

Content Management Systems (CMS)

Social Media Marketing

Analytical Skills

Team Leadership

Add Keywords:

In the body of the cover letter, it's crucial to incorporate keywords extracted from the job description. These keywords highlight your relevant skills, experiences, and attributes that align with what the employer is seeking. For example, if the job description emphasizes "digital marketing strategy," "customer acquisition," and "social media management," your cover letter should showcase your expertise in these areas.

My experience in developing and implementing robust digital marketing strategies, coupled with a proven track record in customer acquisition and social media management, aligns perfectly with the goals outlined for the Sales & Marketing Manager position at Pride Mile.

Detail Your Work Experience:

Include your work history in reverse chronological order, starting with your most recent position. For each job, provide the following details:

Job Title and Company: Clearly state your position and the organization you worked for.

Dates of Employment: Specify the period you worked there.

Key Responsibilities: Outline your main duties and responsibilities in concise bullet points. Focus on achievements and quantify results where possible. For example:

Managed a team of 5 digital marketers to execute SEO and PPC campaigns, resulting in a 30% increase in website traffic and a 25% growth in lead generation.

Achievements: Highlight specific accomplishments that demonstrate your impact. Use metrics to quantify your achievements whenever feasible. For example:

Led a successful rebranding campaign that increased brand recognition by 40% and led to a 15% increase in customer engagement.

Education and Certifications: List your educational background, including degrees, diplomas, and relevant certifications. Mention any honors or awards received. Include the name of the institution, degree/certification earned, and dates attended.

Skills and Expertise: Elaborate on any additional skills or expertise that are relevant to the job. This could include technical skills, industry-specific knowledge, or proficiency in certain tools or methodologies.

Professional Development: Include any professional development activities, workshops, or seminars you have attended that are relevant to your career.

Step 5. Closing & Salutation

A strong conclusion to your cover letter is essential to leave a positive and lasting impression on a prospective employer. It serves as your final opportunity to express enthusiasm, reinforce your qualifications, and prompt the hiring manager to take action. Here’s how to effectively end your cover letter.

Show self-assurance in your skills and how they align with the job requirements. This demonstrates to the employer that you are a competent and enthusiastic candidate. For example:

I am confident that my project management experience and problem-solving abilities make me a perfect fit for your team. I thrive in dynamic environments and am eager to contribute to your company's success.

Let your passion for the role and the industry shine through. Mentioning your enthusiasm can make you a more memorable candidate. For instance:

My lifelong passion for animal welfare drives my dedication to providing top-notch veterinary care. I am excited to bring this passion to your clinic and contribute to the well-being of your patients.

Highlight how your skills and experiences align with the job responsibilities. This helps the employer see the direct benefits of hiring you. For example:

With seven years of experience managing senior accounts, I am skilled at anticipating client needs and handling situations with discretion. I am eager to bring this expertise to your team and help grow your client base.

Share your career aspirations and how they align with the company’s growth. This shows your long-term interest in the organization. For example:

I look forward to leveraging my sales experience to identify new markets and build strong customer relationships. My goal is to grow within your company and eventually lead the account management team.

Align your personal values with the company’s mission to show you’re a cultural fit. For example:

I admire ArcherTech's commitment to supporting local businesses and have innovative marketing ideas to increase profitability in this sector. I am excited to discuss these ideas further.

Emphasize relevant technical skills, especially those mentioned in the job description. This highlights your readiness to contribute effectively. For example:

I bring extensive experience with CAD software and can create integrated 360-degree renderings for client presentations. My past successes in this area can help boost your sales by 150% over the next two quarters.

Encourage the employer to take the next step, such as scheduling an interview. Express gratitude and indicate your eagerness to discuss your application further. For example:

Thank you for considering my application. I look forward to discussing how my skills can contribute to your team. Please feel free to contact me at your convenience.

End your letter with a formal and courteous closing. Suitable options include "Best", "Sincerely", "Respectfully", and "Thank you".

Here's a template for Closing & Salutation:

This is the best approach I can suggest for writing a great cover letter, but I highly recommend using WPS Office templates for this. The AI features in AIPal and WPS Office can help extract keywords and assist with writing, while the templates provide pre-written content tailored to the position you're applying for. This approach minimizes effort and frustration, especially when a job requires a cover letter, ensuring your application meets all necessary requirements effectively.

Use Word, Excel, and PPT for FREE, No Ads.

Edit PDF files with the powerful PDF toolkit.

Microsoft-like interface. Easy to learn. 100% Compatibility.

Boost your productivity with WPS's abundant free Word, Excel, PPT, and CV templates.

How to Proofread your Cover Letter- WPS Office

WPS Office is an all-around solution for various tasks, including writing a cover letter and securing your dream job. Beyond helping you create a polished cover letter, WPS Office also excels in proofreading it. With its AI-powered Proofreader, WPS Office ensures your cover letter is error-free and impactful.

WPS AI: To assist you in polishing your content：

WPS AI Proofreader is an essential tool for perfecting your cover letter with ease and confidence. As you craft your application, WPS AI Proofreader ensures your writing is polished to perfection. It goes beyond simple spell checks, offering real-time error detection for grammar, punctuation, and clarity. This means you can focus on expressing your skills and achievements effectively, without worrying about typos or awkward phrasing. With customizable settings and intuitive correction options, WPS AI Proofreader tailors its suggestions to fit your writing style, ensuring your cover letter maintains professionalism and clarity.

AIPal Chatbot: For ideas and consultation

AIPal is a great web-assistant throughout the process of refining and perfecting your cover letter through its robust proofreading and consultation capabilities. This AI-powered tool not only identifies grammatical errors and punctuation issues but also provides insightful suggestions to enhance the clarity and effectiveness of your ideas. AIPal ensures that your cover letter maintains a cohesive flow and communicates your qualifications effectively to potential employers.

1. How long should a Cover Letter be?

A cover letter should ideally be between half a page and a full page in length, with a word count ranging from 250 to 400 words. It is typically divided into three to six paragraphs. It's important to keep it brief and focused on relevant details.

2. What tone should I use in my Cover Letter?

To effectively convey the right tone in your cover letter, aim for a balance that is both professional and friendly.

Avoid overly formal language while maintaining a polished demeanor.

Tailor your communication style to fit the company's culture, showing genuine enthusiasm for the position without coming across as boastful or overly eager.

Use confident and positive language to articulate your qualifications clearly, avoiding jargon, informal expressions, or humor that could be misinterpreted.

This approach will ensure your cover letter reflects professionalism and authentic interest in the position.

3. Should I include references in my cover letter?

Typically, you do not need to include references in your cover letter unless the employer specifically requires them. Concentrate on highlighting your relevant qualifications and explaining why you are a strong match for the position.

Create An Impactful Cover Letter With WPS Office

Creating a compelling cover letter can often be the decisive factor in securing your dream job. It needs to showcase your expertise clearly and coherently, leaving no doubt about your suitability for the role. WPS Office provides a reliable solution where you can gather all the necessary information for when you are figuring out how to write a cover letter and ensure your cover letter resonates at the right level.

From templates perfectly tailored to the job position to extracting crucial keywords and summarizing job descriptions, WPS Office equips you with everything essential for writing a successful cover letter. Download AIPal today to streamline your job hunting journey and alleviate some of the frustrations along the way.

• 1. New Cover Letter Template Free Download 2024
• 2. How to make a cover letter for a resume in WPS Office Word
• 3. Editable & Printable Sample Cover Letter for Job Application Word Format
• 4. Latest 10 Free Cover Letter Template for 2024
• 5. Editable & Printable Sample Cover Letter for Job Application Word Format
• 6. 9+ Printable Word Cover Letter Template Free Download

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.

• Updated Terms of Use
• New Privacy Policy
• Your Privacy Choices
• Closed Captioning Policy

Quotes displayed in real-time or delayed by at least 15 minutes. Market data provided by  Factset . Powered and implemented by  FactSet Digital Solutions .  Legal Statement .

This material may not be published, broadcast, rewritten, or redistributed. ©2024 FOX News Network, LLC. All rights reserved. FAQ - New Privacy Policy

Tri Delta sorority raises $100M for St. Jude Children’s Research Hospital through small-dollar fundraising

Tri delta chapters fundraise through pancake selling, letter writing and much more.

FOX Business Flash top headlines for June 28

Check out what's clicking on FoxBusiness.com

The Tri Delta sorority has hit a major milestone in its philanthropic efforts.

The Greek organization marked $100 million in fundraising for St. Jude Children’s Research Hospital thanks to a 25-year partnership, FOX Business has learned from a Tri Delta rep. 

Since 1999, Tri Delta sisters, including collegians and alumnae, have raised funds collectively through grassroots efforts and philanthropy events across the organization’s 138 U.S. and Canada chapters.

CHILI'S DONATES $100 MILLION TO ST. JUDE IN MAJOR 20-YEAR MILESTONE

Pancake sales (also known as Delta House of Pancakes, or DHOP), campus sporting events, letter-writing campaigns and walk/run events are all part of the effort.

Mindy Tucker, interim CEO of Tri Delta, who is based in San Francisco, shared thoughts and details about the milestone achievement in an interview with Fox News Digital.

Tri Delta sisters at Auburn University are shown writing letters during their "Sincerely Yours" campaign to raise money and awareness for St. Jude. (Tri Delta / Fox News)

She commended the 250,000 active Tri Delta women who participate on an ongoing basis in small-dollar fundraising.

CHILDHOOD CANCER AWARENESS: HOW YOU CAN SUPPORT A PARENT WHO HAS A CHILD WITH CANCER

"It's not one person writing a big check," she said. "It's thousands and thousands of women, mostly on college campuses, who hold events."

She added, "We have a signature event called Delta House of Pancakes, and our women are literally flipping and selling pancakes to raise money for St. Jude."

Tri Delta sisters at the University of Texas, Dallas, serve pancakes at their "DHOP" fundraising event. (Tri Delta / Fox News)

Some chapters hold softball and dodgeball tournaments, Tucker said, as well as an annual spring letter-writing campaign called Sincerely Yours.

"Our members write letters to friends and family and encourage them to give to St. Jude to support the work that's going on here and raise awareness of St. Jude within their networks," she said.

CANCER SURVIVOR AND WORLD-CHAMPION IRISH DANCER RAISES MONEY FOR HOSPITAL THAT SAVED HER LIFE

Tucker went on, "Kindness is a core value for us. We're leveraging our networks and coming together to do something that really makes an impact on someone else's life … It's really special to be part of something that's bigger than each of us."

Tri Delta sisters of California State University, Long Beach, volunteer at a St. Jude walk/run event. (Tri Delta / Fox News)

At St. Jude’s campus in Memphis, Tennessee, a building called Tri Delta Place acts as a short-term housing facility for patients and families.

"It's really special to be part of something that's bigger than each of us."

Tucker stressed how important it is for families to have Tri Delta Place as a haven to "fall back on when they’ve gotten the worst news of their life – that their child has cancer. " 

CLICK HERE TO SIGN UP FOR OUR LIFESTYLE NEWSLETTER

"We're playing some part in making that journey easier by creating a space where they can find comfort on the St. Jude campus," she told Fox News Digital.

"Often, we get to hear directly from the patients, or we have a Tri Delta [member] who’s a patient, and it really hits home for us … There are so many personal ties and connections, and it's hard not to be passionate about the work they're doing."

Samford University Tri Delta sisters are pictured after the St. Jude Memphis Marathon in Memphis, Tennessee, on Dec. 3, 2023. (Tri Delta / Fox News)

Tri Delta President Megan James shared her pride in reaching this milestone in a press release statement.

"Tri Delta is proud to earn the distinction as the first Greek organization to raise $100 million for St. Jude Children’s Research Hospital," she said. 

It's a "powerful reflection of our founding commitment to service and kindness." 

"Our members reached this historic milestone by pouring their hearts and souls into grassroots fundraising for a truly worthy cause. They remain a powerful reflection of our founding commitment to service and kindness." 

CLICK HERE TO GET THE FOX BUSINESS APP

She continued, "We are proud to partner with this incredible research hospital that is fiercely committed to ending childhood cancer once and for all."

The mission of St. Jude Children’s Research Hospital, according to its website, is to "advance cures, and means of prevention, for pediatric catastrophic diseases through research and treatment."

For more Lifestyle articles, visit foxbusiness.com/lifestyle

The organization also said, "Consistent with the vision of our founder Danny Thomas, no child is denied treatment based on race, religion or a family's ability to pay."