Memorandum is a type of document used for internal communication between company employees. Memos are a time-tested aspect of the business world that, when written correctly, can help keep things flowing.
Step
Part 1 of 3: Selecting a Language and Format
Step 1. Avoid overly casual language
In general, the language of the memo should be clear and simple, but professional. You should avoid the casual tone of conversation in the memo.
- For example, don't write, “Hi everyone! Thank goodness it's Friday huh? I want to talk about an important business matter."
- Instead, get straight to the point, “I want to share a Project Z progress report.”
Step 2. Avoid emotional language
You should also try to use a neutral tone and avoid emotional language. Try to state facts and evidence to support claims.
- For example, avoid claims like, "I think we'd all be much happier if we were allowed to dress casually on Fridays."
- Instead, look for study information about whether morale increases when employees are allowed to choose clothes, and mention that info in the memo.
Step 3. Use signal phrases
If you want to cite evidence or sources, make sure you use language that lets the reader know what you're doing.
For example, try the phrase, “According to our findings, …” or “Research completed by the EPA indicates that…”
Step 4. Choose the appropriate model and font size
Memos should be easy to read. So, avoid using small fonts, the default size is 11 or 12.
You should also choose a simple font, such as Times New Roman. This is not the time to try “funny” fonts like Comic Sans (you might get laughed at for choosing this font)
Step 5. Use standard margins
The typical margin for a business memo is 1 inch or 2.54 cm, although some word processing programs have prepared memo templates with slightly wider margins (for example, 1.25 inches or 3.18 cm).
Step 6. Select a single space
Business memos usually don't use double spaces. To keep the scrapbook page small, consider single spacing, but add space between paragraphs or sections.
Paragraph indents are usually not required
Part 2 of 3: Preparing to Write a Business Memo
Step 1. Decide if the memo needs to be sent
If you have to share important business matters with several people on your team, it's a good idea to send a memo. Memos can also be sent even if you only communicate with one person, for example, or want to keep a record of correspondence.
- However, in some cases, it is more efficient to speak directly to the person concerned.
- In addition, some information may be too sensitive to be sent in a memo.
Step 2. Determine the purpose of writing the memo
The content and settings of the memos vary depending on the purpose. Most types of memos are written for the following reasons:
- To propose an idea or solution. For example, if you know how to solve a problem with overtime schedules, the idea can be written down in a memo and sent to your boss.
- To give orders. For example, sending memos is also an efficient way to delegate responsibility for a conference your department is hosting.
- For reports. You can also send memos to inform colleagues of recent events, report updates on a project, provide progress reports, or report investigative findings.
Step 3. Narrow the topic
You may be handling multiple projects and be tempted to send memos to colleagues, bosses, or clients about the progress of things. However, remember that business memos should focus on only one issue.
Memos should be concise, clear, and easy for busy people to read quickly. So, don't let important information be ignored. Focused memos help ensure your message is received and understood
Step 4. Consider the audience
The content, style and tone of the business memo is determined by the intended audience. So, think carefully about who will receive the memo.
For example, a memo to a colleague about planning a surprise party for someone in the office is different from a memo to a supervisor about the results of an investigation you've been doing for months
Part 3 of 3: Composing a Business Memo
Step 1. Label it
There are many types of business correspondence. The standard way for memos is to explicitly label the document.
- For example, write “Memo” or “Memorandum” at the top of the page.
- The position can be centered or left aligned. For inspiration, review business memos you've received, and copy the format.
Step 2. Write a title
The first part of the memo should include the important points. Detailed information about each component will be described in the next step.
- TO: write the names and titles of the people who received the memo.
- FROM: write full name and title.
- DATE: write the full and accurate date, don't forget the year.
- SUBJECT: write a brief and specific description of the contents of the memo.
- Note that the subject is usually indicated by either "Re:" or "RE:" (both stand for regarding).
Step 3. Choose the recipient list carefully
Make sure you include everyone who needs information or developments. Limit distribution of memos to people who need to know.
- Business-wise, it's not wise to send memos to everyone in the office if only a few are concerned or involved.
- People will be overwhelmed by a lot of memos, and may tend to ignore or just skim through irrelevant memos.
Step 4. Use the correct names and titles and titles for the people on the recipient list
Even though you and your boss are familiar on a daily basis, it's best to keep written correspondence formal. For example, maybe you greet your boss by name only when you meet in the office hallway, but for memos, greet him with “Mrs. Riana” or “Dr. Riana.
Remember that the information you write is intended for everyone on the recipient list. So, write down the full name and title
Step 5. Find out the title of the person you are addressing in the external memo
If you're sending a memo to someone outside the office, it's important to define the proper greeting. Take the time to look for the profile in question, personal information is usually described on their company website.
- For example, you doubt whether the degree is a PhD. If yes, generally the correct greeting is Dr. X
- What is his position? Is it the deputy director or the dean? If so, make sure you mention it in the memo.
Step 6. Write the subject carefully
Make sure the subject is short, clear, and not too general.
- For example, the subject of “New Business” seems vague, and if someone is looking for the file weeks or days in the future, they may have a hard time deciding which of your memos is.
- A better subject would be something like this, “Customer Base Expansion Investigation Progress Report”.
Step 7. Consider skipping the greeting
You are free to choose whether you want to start the message with a greeting, such as “Dear. Mrs. Wardani” or “Dear. Colleagues. However, remember that greetings are not expected in a business memo.
Memos are a quick and efficient means of conveying important information, and the audience clearly knows who received and sent the memo
Step 8. Compose the introduction
Explain your purpose for writing and sending the memo.
For example, “I hereby inform you that…”. The introduction should provide a summary of the contents of the memo
Step 9. Keep the introduction brief
There is no need to provide all the details and/or evidence in the first section.
A few sentences or a short paragraph will suffice
Step 10. Define the memo body settings
After the introduction, a business memo usually includes two to four additional paragraphs before the conclusion. The content and settings depend on the topic.
For example, you can organize information in order of importance. Or, if you describe a process, divide the body of the memo to match the stages of the process
Step 11. Decide if you want to include subtitles
Business memos should consist of clear sections. Usually business memos are clearly divided so that the recipient can read and digest the information easily. You can help them understand bullet points by labeling the subsections.
Step 12. Write a specific subtitle
Make sure the focus of each subsection is clear to the recipient.
For example, include the following subsections when writing a memo about a planned office move: “New Location for Our Head Office”, “Important Directions for Office Supplies”, and “Office Move Completion Schedule”
Step 13. Include the topic sentence in the main paragraph
The first sentence of each subsection or paragraph should convey the main point of the section.
Each paragraph or section of the memo should focus on only one idea
Step 14. Consider using bullet points
If you want to highlight important points, bullet points or lists can be very helpful. This format encourages readers to pay attention to important points and helps them read memos more quickly and efficiently.
Step 15. Keep the memo short
Generally, business memos are no more than one to two pages.
This standard page limit is generally for single-spaced documents without extra lines between sections
Step 16. Decide if you need a summary paragraph
In general, memos do not require a summary, especially if they are less than one page in length.
However, if the information described is complex, or if the memo is longer than normal, it is helpful to have a summary of the key points
Step 17. Enter a concluding section or paragraph
Even if you don't need a summary memo, you should still end it with a closing sentence. Think of the following:
- What is the core message of the memo? Do you want the recipient to do something? Do they have to respond no later than any given day? If yes, state clearly.
- If no action is required, include a simple closing sentence, such as “I will be happy to discuss further” or “Please contact me with any problems or questions”.
Step 18. Sign if you want
Generally there is no need to add your name or signature at the end of the memo. However, remember that it is safest to follow other examples of memos in your field.
- If the other ends formally (eg, “Sincerely, Dr. Sari), follow the example.
- Although it doesn't require a signature, you may need to include your initials at the end of the document.
Step 19. State if there are any attachments
If the memo also includes attachments, such as tables, graphs, or reports, make sure you mention the attachments at the end of the memo. For example, “Attached: Table 1”.
- You should also reference the attachment in the body of the memo.
- For example, to memo notifying employees of an imminent office move, you might write information such as the following, “We intend to complete the moving process by the end of this quarter. See the attached Table 1 for a more detailed schedule.”
Step 20. Read the carefully written memo again
Before sending, read again and correct. Make sure that the grammar of the sentence is correct, that there are no misspellings or use of punctuation marks, and that the content is easy to understand.
- Consider postponing delivery after the first correction if timing is not an issue. If you reread the memo an hour or two later, you may find errors that were initially overlooked.
- If the memo contains sensitive information, check company policies to see who can review the memo for you and give final approval of its content.
