For example, avoid writing things like “Hey guys! TGIF, am I right? Anyway, I wanted to tell you about an important business matter. ” Instead, get right to the point: “I’m writing to provide everyone with a progress report for Project Z”.
For example, avoid claims like “I think we’ll all be so much happier if we’re allowed to dress casually on Friday. ” Instead, research to see if there are any studies on whether office morale increases when employees are allowed more autonomy in their choice of attire, and cite that in your memo.
For example, try the following: “According to our findings,. . . ” or “Research completed by the EPA has indicated that. . . ”.
You should also choose a simple font style such as Times New Roman. This isn’t the time to play around with “fun” fonts like Comic Sans (you’ll be made fun of if you choose this one!).
There is usually no need for you to indent your paragraphs.
However, in some cases, it may be more efficient to just talk directly to those you need to. Also, some information may be too sensitive to send out in a memo. [1] X Research source
To propose an idea or solution. For example, if you think you know how the scheduling problems for overtime can be worked out, you may want to write up your ideas in a memo, and send it to your superior(s). To issue an order. For example, sending a memo can be an efficient way to assign responsibilities for an upcoming conference that your department is hosting. To provide a report. You may also want to send a memo in order to update your colleagues about an event that’s recently occurred, give an update on a project, provide a progress report, or report the findings of an investigation.
They should be concise, clear, and easy to read quickly by busy individuals; thus, you don’t want important information to be overlooked. Keeping the memo focused will help ensure that your message is received and understood.
For example, you’ll write a different type of memo if you’re writing to your colleagues about planning a surprise party for the people in the office with summer birthdays, as compared to when you’re writing your supervisor about the results of your months-long investigation.
For example, type “Memo” or “Memorandum” at the top of the page. It’s up to you as to whether you want to center or left-justify the title. A good rule of thumb is to examine the business memos you’ve received and copy the formatting.
TO: provide the names and titles of everyone who will receive your memo. FROM: provide your complete name and title. DATE: provide the complete and accurate date—don’t forget to include the year. SUBJECT: provide a brief, yet specific description of what the memo is about. Note that it’s also common practice to indicate the subject line with “Re:” or “RE:” (both of which are short for regarding).
It is poor business practice to send your memo office-wide if only a few are concerned or affected. [3] X Research source People will quickly become overwhelmed by the sheer volume of memos, and may be more prone to ignore them or not read them carefully.
Keep this in mind when you’re filling out the information for everyone on the recipient list: include full names and business titles.
For example, do they have a PhD? If so, it’s generally a good idea to refer to them as Dr. So-and-So. What is their title? For example, are they a vice president or a dean? If so, be sure to refer them as such in your memo.
For example, “New Business” is pretty vague, and if someone is searching through their files a few weeks or days down the road, they may have a hard time pinpointing your memo. Something better would be “Progress Report on Investigation for Expanding Customer Base”.
This is meant to be a quick and efficient means of communicating important information, and it should be clear to your audience who is receiving the memo and who it is from.
For example, “I am writing because. . . ”. The introduction should provide a brief overview of what the recipients can expect in the memo. [4] X Research source
Keep it on the shorter side—a few sentences or a short paragraph will suffice. [5] X Research source
For example, you may choose to arrange the information in the body by order of importance, or if you are explaining a process, you will divide the body sections of your memo to correspond with the various stages of the process.
For example, you might include all of the following subsections when writing about the office’s impending move: “New Location For our Head Office,” “Important Directives for Packing the Office,” and “Timeline for Completion of the Office Move. ” [6] X Research source
The individual paragraphs or sections of your memo should be focused on just one idea.
This standard page limit is for a single-spaced document with spaces between sections.
However, if the information you outlined was complicated, or if you sent a longer-than-normal memo, it may be helpful for you to briefly sum up the key points.
What is the take away from the memo? Do you need the recipients to do anything? Should they respond by a certain day? If so, clearly state it. If no further action is required, include a simple closing sentiment such as “I’m happy to discuss this further” or “Let me know if you have any questions or concerns”.
If they sign formally (for example, “Regards, Ms. Smith), then follow suit. Even if you skip the signature, you may want to include your initials at the end of the document.
You should also refer to the attachments in the body of the memo as well. For example, if you are writing to let your employees know about an upcoming office move, you may write something like the following: “We intend to be finished with the moving process by the end of the quarter. See the attached Table 1 for a more detailed schedule. ”
Consider holding off on sending it after your initial proofread if it is not time-sensitive. If you review the memo again after an hour or two, you may find mistakes that you initially overlooked. If the memo contains sensitive information, check your company policy to see who can review the memo for you and give you final approval on the content.
