How to Write a Memo (with Pictures)

2024 Author: Jason Gerald | [email protected]. Last modified: 2023-12-16 10:50

Memos are usually used to convey certain information to a group of people, for example about activities, policies or available resources, and to ask them to take action. The word "memorandum" means something that must be remembered or paid attention to. You can write a good, easy-to-understand memo by studying these tips.

Step

Part 1 of 4: Writing Memo Heads

Step 1. Type “MEMORDUM” at the top of the paper to write a memo

First, explain that this document is a memorandum. Write the word “MEMORDUM” 3 cm from the top edge of the paper in bold letters as the first line. This word can be placed in the center or to the left of the larger letter.

Skip two blank lines before writing the next line

Step 2. Write down the name of the recipient of the memo correctly

Since the memo is a formal means of business communication, the recipient must also be formally listed. Write down the full name and title of the recipient of the memo.

If this memo is addressed to all staff, write: “To: All Employees”

Step 3. Also write down the other recipients in the “CC” line

The “CC” line (which stands for Courtesy Copy) is used to write the name of the person or persons who will receive a copy of the memo, not the one to whom the memo will be sent. The name listed in the “CC” line is the party that needs to be notified about the policy or issue described in the memo.

Step 4. Write your name in the “From” line

The name of the author and sender of the memo must be in the memo header. Write your full name and title in this line.

Step 5. Enter the date

Write down the date of preparation of the memo in full with the format date, month, year. For example: “Date: 9 December 2015” or “9/12/2015”.

Step 6. Determine the subject of the memo and write it as a separate line with the title “About”

The subject of the memo will give you an idea of what is discussed in the memo. Choose a specific, but brief subject.

For example, instead of writing “Ants” as the subject, choose something more specific, for example: “The Ant Problem at the Office”

Step 7. Know the format of the memo header well

The memo header should be at the top of the left side. You can use uppercase or lowercase letters for the words “To:”, “From:”, “Date:”, and “About:”.

The memo header will look like the following example:

To: Name and title of recipient

From: Your name and title

Date: Date of writing memo

Subject: Subjects covered in the memo (use bold or a certain color for things you think are important).
When writing a memo header, put a space after the colon to make it look neater.
When you're finished writing the memo header, skip a line before continuing to write the memo to separate the memo header from the memo body.

Part 2 of 4: Writing the Body of the Memo

Step 1. Consider the audience that will receive the memo

In order to write a memo that gets people interested in reading and responding, you must determine the style, length, and formality of your explanation in the body of the memo based on the audience that will be reading it. For that, you must know who will receive and read this memo.

Find out what the memo recipient's priorities and concerns are.
Try to anticipate the questions readers of the memo will ask. Support your explanation by providing some examples, evidence, or other information that could influence the reader.
By considering the audience who will be reading the memo, you can convey the right information or opinions in the memo.

Step 2. Don't give a formal greeting

The memo does not need to start with a greeting like “Dear Mr Anwar”. Instead, just write an opening sentence to explain the subject you want to cover.

Step 3. State the problem or issue in the first paragraph

Briefly describe the background of the action you want to take. As with submitting a thesis statement, explain the topic and give reasons why this action is important. You can use this introductory sentence as an abstract or memo summary.

As a general guide, the opening section should be written in one paragraph

Step 4. For example, at the beginning of a memo you could write:

“With effect from January 1, 2016, PT XYZ will implement a new policy on health protection. All employees and their family members will receive BPJS class 1 health benefits every month”.

Step 5. Describe the context of the issue you raised in the memo

Readers may need information about the background to the issue you are presenting. Briefly explain the context and only say what is important.

If relevant, continue writing the memo explaining why you want this policy to apply. For example, write: “The government has issued a regulation that every company is required to register employees and their family members as BPJS Kesehatan participants”

Step 6. Support your plan by providing an explanation in the discussion section

Briefly describe the action you will take. Provide evidence and logical reasons to support your proposal. Start by conveying the most important information, then provide specific or supporting facts. State what benefits the reader will receive from your proposed action or the harm that will occur if this action is not taken.

If you want to create a longer memo, also present relevant and persuasive graphs, lists, or charts.
For longer memos, you can provide a short title explaining the content of each section. For example, instead of creating the title “Policy”, write “New Policy for All Employees”. Make the title specific and short so that the important things in the memo can be immediately known by the reader.

Step 7. Suggest actions to be taken by the reader

Through a memo, you ask others to act on a specific issue, whether it's an announcement about a new product, a new policy on expense reporting, or a statement about how the company solves a problem. Explain what action should be taken in a concluding paragraph or sentence.

For example, write: “All employees must use the new accounting system starting March 1, 2016”.
Also provide supporting evidence for your proposal.

Step 8. Close the memo by providing a positive and supportive summary

The last paragraph should describe the next steps that could solve the problem. Also convey a message of support about organizational solidarity.

You can say, "I am willing to discuss this proposal further and implement the decision that we mutually agreed on".
Or, you could close the memo by writing, “We are very excited about the plan to add a production line. We believe this plan will develop the company and ensure our business continuity”.
Close the memo with a sentence or two.

Part 3 of 4: Ending the Memo

Step 1. Know the format of the memo well

Use the standard memo format for easier reading. Type the memo in Times New Roman or Arial font in size 12 with 3 cm left, right, and bottom margins.

Use a left-aligned paragraph format. Skip the two blank lines at the end of the paragraph and don't need to leave a space at the beginning of the paragraph

Step 2. Check your memo

Read again and edit the memo to ensure that it is correct, clear, concise, and persuasive. Make sure you're using the right writing style. Eliminate unnecessary scientific terms or jargon.

Check again to see if there are any spelling, grammar, and spelling mistakes. Pay attention to writing names, dates, and numbers.
Make sure your memo is short enough and eliminate redundant information.

Step 3. Initialize next to your name

The memo doesn't need to be signed, but you do need to initial it with a ballpoint pen at the head of the memo right next to your name. Initials indicate that you have approved this memo.

Step 4. Use paper with letterhead

There are letter papers that are printed with letterhead specifically designed for memos or just use regular letter paper.

If you created the memo on a computer (and sent it by email), create your own letterhead using the Word program with the company logo and contact information displayed. Use this memo template for future memo submissions

Step 5. Decide how to send the memo

Choose the best way to distribute the memo. You can print and share it or send it via email.

For sending memos via email, you can convert the memo from a Word document to HTML or to a PDF and send it as an email attachment

Part 4 of 4: Using Memo Templates

Step 1. Look for a memo template

Memos can be created using templates, instead of building them from scratch. For that, look for good memo templates on the internet, for example in Microsoft Word. The formats used are usually almost the same, but the font size, length, and design may vary.

Download the template that best suits your needs.
Make sure you read the rules before using templates from any website.

Step 2. Open the template you have downloaded on your computer

After clicking the download button, the template will either be directly downloaded to your computer or there are several steps you have to do. If the result is a zipped file, you must first unzip this file and then open it in Microsoft Word.

We recommend that you use the latest version of Microsoft Word program so you don't experience problems and this template will work well for you. If you are still using an earlier version of the Microsoft Word program, please update it before downloading any files

Step 3. Define your own letterhead

All templates can be changed. You can customize every part of the memo template according to your needs. For example, add a logo and trademark registration mark to the template in the letterhead section. Click the letterhead section to type the company information.

Step 4. Fill in the template fields in the memo header

You must fill in the “To”, “From”, “CC”, and “About” fields. Be careful when filling in each field so you don't get confused, missed, or mistyped in this section.

Step 5. Type your message

Write the introduction, context, discussion, and summary in the body of the memo. You can write memos in list form to convey point-by-point information.

Use the same template format to keep all the paragraphs in the memo neatly organized with the right margins and font sizes.
You can use the memo template to display the table, if necessary. This may be more helpful, especially if the memo prepared in a list or other format looks sloppy or difficult to read.
Don't forget to delete the words already in the template. Check again carefully before sending.

Step 6. Also check the scrap feet

The foot of the memo is at the bottom of the memo which is usually used to provide additional information, for example to write your company information or phone number. Check carefully that all this information is typed correctly. Of course, you want to send a good memo without incorrect contact information or missing information.

Step 7. Adjust the display

One of the advantages that you can get from the template is the opportunity to change the color of the document. The display of the memo can be adjusted to the personality and make it look more attractive. In addition, you can choose the color that best suits the current situation to make it more attention-grabbing, but still professional.

Step 8. Save the memo as a new document

Make sure you keep a copy of this memo file so that there is a digital backup as evidence of any business communications you've had.

Step 9. Save this template so you can use it again

Whenever you need to create a memo with a slightly different subject, replace the information in it with the subject of the memo you want to send. In addition to saving time, you can create memos in a consistent format so that they seem professional. That way, readers will pay more attention and read carefully the memo you send.

Tips

Don't give too many reasons. You do need to explain why certain actions must be taken, but don't overdo it.
The explanation/information written in the memo should be presented briefly.