Option Memo Format - Always begin your option memo with something to the effect of: "Pursuant to your request of __(date)__, I have reviewed __(topic of memo)__.
- Background - Why is this at the desk of the policy maker? What is the immediate history? The background should be brief, no more than one paragraph, and should serve as an entry paragraph.
- Issue - What is it --> history of the problem. This section should be approx. 1/2 page in length.
- Legal Analysis - In this section, you should summarize court cases and other pertinent information (including treaties) with a direct baring on the issue. The law library is a good resource for this type of information.
- Legislative History Analysis - What is the history of the relevant legislation? Include sponsors of the legislation, hearings (who testified), reports, who voted which way etc. If there is a lack of discussion (no hearings), what can be construed from that lack of discussion? The main library and special collections are good resources for this type of information.
- Options - This is where your creative brain-work comes in! In this section you should detail 3-4 options for the policy maker. These options should be ranked in order, beginning with the more reasonable/likely ("best") option, and ending with the least feasible. It is important that your options are balanced - you should examine the strengths and weaknesses (potential problems) of each option.
Action Memo Format
- Always begin your action memo with something to the effect of: "Pursuant to your request of __(date)__, I have reviewed __(topic of memo)__, and I recommend ____(option #1)___. Don't include your discussion of the option here, rather just state it as your recommendation. This differs from the option memo, because the action memo offers a recommendation, and the option memo does not.
- steps 2-6 of the option memo remain the same for the action memo.
- After you list your options, restate your recommendation: "For all the above reasons, I recommend __(option #1)__.
Tips for writing memos
- In an option memo you are presenting information to a policy maker without tipping your hand as to your own personal opinion. Do not give a recommendation in an option memo, and be sure your balance your options well.
- Though in an action memo you are giving a recommendation, your recommendation and analysis must appear as unbiased as possible. Well balanced options are integral to this goal.
- Make sure your personal opinions are not clear - back up your analysis
- Be concise and write with precision. Use simple declarative sentences - just say it!
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