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The policy memorandum, or policy memo for short, is a document you will often write in your work as a professional. The essence of a policy
memo is clear and effective recommendations on how to address an issue. Let’s review this sample memo to see how policy memos can be
effectively constructed. Your memo should have a header. Note that it has four lines--To, From, Date, RE: (short for Regarding) or
Subject. These header elements are also vertically aligned. Be sure to address your memo to a specific audience—in this case, a
governor. Your recommendations should also be tailored to that audience. Be sure to identify your affiliation or position in the memo header,
separating names and titles with a comma. Finally, the subject or RE: line should provide a succinct description of the issue being
addressed. Directly beneath the memo header comes the summary of the memo. Note that this section, like all the others, is set off with a
heading that is centered and boldfaced. The summary is a miniature version of the full memo, but without extensive details. After
reading your summary, the reader should know your stance on the issue, the desired outcome you want to achieve, and the call to action that
is required after reading your summary. A summary should be one-tenth or less than the length of the original. In this case, the memo is
1119 words. The summary of it is 115 words. Although it appears at the top of the memo, the summary is written last. Crafting the summary
last helps to ensure that it covers all the memo’s major topics. At times, the recepient has just seconds to read a policy memo, so an
effective summary can draw in the reader and help them identify the recommendations on which to focus their analysis. Next, the
background section contains information the reader needs to understand the context and scope of the issue. In this section, discuss the
factors contributing to the issue or problem. The background section should be succinct, allowing for the bulk of the time, energy, and
word count to focus on the recommendations section. In this section and others, information or data from a source must be cited with in-text
citations in APA style. Whenever possible, cite relevant laws or policies in addition to credible sources. Each of these in-text citations refers to
a full citation on the references page at the end of the memo. Next, in the recommendations section, present each recommendation one at
a time using sub-headings that are formatted and numbered. For the recommendations to have weight, you must provide detailed
evidence in support of each one. This is where much of your memo should be focused. It should be the longest and most supported
section. Note how the paragraphs begin with clear topic sentences, which are followed by sentences containing evidence for support. The
recommendation section is also where you can include counter-arguments, provide rebuttals, and discuss any implementation issues that
may arise, including ones that opponents are likely to bring up. For example, if your recommendation has been implemented
elsewhere with undesirable results, explain what can be done now that will produce more desirable results or why yours is a different
situation. Finally, in the conclusion, you urge adoption of your recommendations in a call-to-action. You can also focus on the future if your
proposals are implemented, and you may wish to urge a continued dialogue on this important topic. On a separate page, list your references
in APA style. Remember to center and bold the word References at the top of the page. The sources should be listed in alphabetical order
and formatted using hanging indentation. Next, here are a few key writing recommendations applicable throughout the Policy Memo. When
writing, identify the appropriate level of background information for the audience. Policymakers typically are well versed on the
basic background information, such as the mission of a state agency or general public knowledge. Including basic background
information can use up precious space as well as cause a reader to lose interest. Instead, craft your recommendations section to
synthesize only the most relevant scientific, technical, or policy material. Making your main points and supporting evidence easy to find
in the text is also important. Policymakers tend to have mere seconds to skim a policy memo. To ensure your reader keeps reading and
quickly grasps your primary arguments, be sure to make your points easy to identify on the page. Separating your supporting evidence by
words like first, second, third, or with transitions like additionally can help with the ease of reading. Lastly, crafting strong arguments in a
respectful, professional tone of voice is also important. In some cases, the policy memo may recommend overturning ineffective policy
positions. Make strong arguments drawing on credible evidence and sources, while avoiding critical words, sarcasm, or other
less-than-respectful tones. Crafting the memo in a respectful, appropriate tone to a senior official can make the difference of one’s
recommendations being accepted – or denied. If you’d like help with any aspect of your memo, please contact the Effective Writing Center.
Thanks for watching and best success!