One of the most common forms of communication is a memo. Memos are used by large organizations to communicate with their employees and each other. However, there are different ways that you can write a memo for maximum effect. In this post, we will go over how to write a good memo so that it’s effective and gets your point across!
How to write a memo
When communicating internally about procedures or formal business, a memo (also called a memorandum) is the primary means of communication.
It’s different from an email in that it may be sent to a whole department or the entire organization.
Proper formatting, strong organization, and the ability to clearly and simply express the desired content are the most important aspects of writing a good memo.
Let’s take a step-by-step look at how to write a superb memo, one that covers all the above-mentioned features
Step by Step Process of Writing a Memo
First and foremost; The Header.
You should explicitly name your material “Memorandum” in your header so that your viewers know what they’re getting. Then add “TO,” “FROM,” “DATE,” and “SUBJECT” to the end. This information is useful for creating content, such as who you’re writing to and why.
You should promptly and clearly define the aim of your message in the opening paragraph. “I’m writing to notify you…” or “I’m writing to request…” might be the first words of your statement. A memo should be brief, concise, and to the point. You should provide the most important information first, and then utilize the following paragraphs to go into further depth.
You should add context or supporting information in the second paragraph. Let’s imagine you’re sending a memo to the corporation to advise them of an internal reorganization. If this is the case, the second paragraph should begin with something like, “As our business grows, we’ve concluded that separating our video production team from our content team makes more sense. As a result, those teams will be able to concentrate more on their specific objectives.”
In the third paragraph, you’ll want to add any special requests you have for each employee, such as “Please RSVP with dietary needs,” or “Please contact me with concerns,” if you’re arranging a team excursion.
On the other hand, if you’re notifying employees of future building work, you may remark, “I’d appreciate your cooperation at this period.” Even if you don’t anticipate workers to take any particular action in reaction to the memo, including how you think they’ll receive the news and if you want them to do anything in response to the memo is beneficial.
The above-explained steps are shown in the image below:
5 Tips to Writing a Good Memo
These pointers can help you produce memos that stand out, get read, and are acted on quickly.
- Stick to the memo policy set out by your company. When composing a message, most firms, particularly bigger ones, have a set script or blueprint to follow.
- Stick to the plan and utilize the blueprint to make your argument. Maintain brevity in your words and paragraphs. “Brevity is vital,” as Ernest Hemingway famously stated. Memos that are long and wordy are typically ignored.
- Make use of bullet points. Use bullet points to make your message shorter and to make your argument clearer.
- Keep your attention on the call to action. The call to action after the memo is critical to the memo process. Concentrate on language that motivates the reader to get up and move. Consider the following question: What is the most important message I want readers to take away from my memo?
- Make any necessary grammatical corrections. Nobody likes to read a message that is riddled with grammatical and typographical mistakes. Make sure you check your memo and use grammatical tools such as Grammarly.
When Should You Send a memo?
It’s just as vital to know when to send an email as it is to know how to write a memo. For example, there are times when a quick email or an internal digital bulletin board will be enough to reach the right people.
Writing a memo, on the other hand, is often the best option in the following situations:
- When you need to get a point through that is memorable. Emails are fantastic for swiftly getting a word out, but a memo may produce a message that will stay. When communicating a significant problem or suggestion, a memo is better than an email in conveying your message.
- It is critical to style your message appropriately. A memo is a wonderful way to engage employees if your message requires bullet points, headers, or graphs.
- When you want your message to be printed. A formal memo is a way to go if your message will be posted on a business bulletin board or in a newsletter-style, or if it will be read at a company meeting.
It’s better to send an email than write a memo if it’s not. In most cases, this happens if you need to send a quick message or are using your smartphone while traveling and do not have the time to write out a memo.
Take a look at these sample memos so you know what to include in your own and how to avoid common mistakes.
Vertex42: This website has several business memos templates, including “casual” and “formal” memos.
Templates.office : This website can help you choose the right design for your message.
Templatearchive: This site performs an excellent job of breaking down the memo process into manageable chunks. It has sections on note templates, when to send one, and how to format one.
There is no need for a sender’s signature at the bottom of the last section of the note. Simply date and sign your name to “seal the deal” on the memo and let the reader know who you are and where you are sending it from. More importantly, let your readers know exactly what actions you want them to do after the message.