September 11, 2017

MEMORANDUM FOR STUDENTS

FROM: JASON HEALEY

SUBJECT: Memo Writing for Senior Leadership

This document provides guidance for writing policy memos for this class. It incorporates and supersedes any guidance provided in the syllabus. The first paragraph of your memo should state the purpose of the memo and “set the stage” by providing background information that places the memo into context. It should also clearly tee up the decision that is sought.

DISCUSSION

The “Discussion” section should describe the issue in more detail and provide analysis of policy options. The memo should end with a clear recommended course of action. That course of action may be “hard” (enact sanctions on country X) or “soft” (convene a study group on the issue). In writing your memo, you should strive to make your recommendations as “hard” as your argument will support.

Your memo should do the following:

1. Stake a positive policy position, not just a statement of facts or the negation of another policy

2. Analyze the problem, such as, “There are three aspects to this problem…”

3. Provide a summation of the existing facts as prelude to your policy discussion

4. Lay out several different policy options, followed by an explanation of why your recommendation is the best option

Format and Style

Do not deviate from this format. Senior leaders and their staff receive a lot of paper. Consistent formatting and font use speeds review both by staff and the recipient. Use bold text and underlining sparingly. Sub-headings (under “Discussion”) are optional but can help to organize even a short document like this one.

Bulleted lists can be an effective tool to quickly provide information that can be grouped together. The document should have the following properties:

· Font: Courier New, 12

· Line Spacing: Single spacing with a full (carriage) return between paragraphs

· Margins: Margins should be set to 1”

Do not adjust the spacing between letters (kerning) – it is evident in Courier New. Use a single space between sentences as your word processing application will adjust the kerning automatically after a period.

Keep your style consistent throughout. If you have questions on an aspect of style, check the U.S. Government Printing Office Style Manual at:

· http://www.gpo.gov/fdsys/pkg/GPO-STYLEMANUAL-2008/pdf/GPO-STYLEMANUAL-2008.pdf

Leave room at the end for the recipient to make comments – we will use this space when grading.

Annotation

Footnotes and endnotes are rarely used in policy memos like these in government.[i] Given that your memos are being written in an academic setting, it is important that you give credit for the words and ideas of others. As such, please provide end notes on a third sheet of paper.

RECOMMENDATION

That you [enter recommendation].

Approve___ Disapprove___

Attachments

Tab I Brief Description of Attachment (if any)

Tab II Brief Description of Attachment

END NOTES