Simples Steps on How to Write a Memo
Every student should master the skill how to write a memo to score higher marks in their academic evaluation. The skill would further help in developing good communication skills for professional growth. In the professional aspect, communication is majorly done through a written medium, and the significance of learning how to write a memorandum would increase in such instances.
What is a memo?
The written memorandum is also termed as a reminder or a memo in the corporate environment. It is for the smooth commencement of internal communication among the departments that the memorandum is delivered in an organization. However, emails are forwarded to only selected officials, and memos are meant to be sent to many employees. The memos inform the employees regarding any general changes in the internal process and the decided future programs. The comprehensive guide provided in the below section of this article would provide greater insight for our readers on how to write a memorandum.
When to write a memorandum
The purpose of writing a memo is to inform. However, memos can occasionally include a call to action or a persuasive element.
Here are some instances when a memo might be useful:
- Informing employees about company policy or process changes
- Providing an update on key projects or goals
- Making an announcement about the company, such as an employee promotion or new hire
- Reminding employees about a task that needs to be completed
- Making a request of all employees
- Communicating a message that employees will refer to more than once, such as a detailed proposal or recommendation
Memos are also an efficient way to communicate brief but important messages to a wide audience within the business. This can include product changes, meeting schedules, procedure changes, policy additions, summaries of agreement terms, and reminders. Additionally, you can send a memo when you want your audience to print or save the information contained in the message in some way for later reference.
Format of a Memorandum
While each memo should be written to address its unique needs, there are a few steps you can follow to create a clear, highly readable document. Like many other documents, memos will include an introduction, body, and conclusion.
By following the guidelines provided in the below section of this article, you could easily arrange the information in a memorandum.
Title of the memorandum
The title is one of the first things that the readers first observe in a memorandum. The font of the topic should be bold and centralized (You could also use left alignment). I highly recommend using the higher font so that it could be noted even in the first look. Unlike the normal instance, double spacing should be used between the headlines.
Properly addressing the audience.
By delivering the memorandum, the organization aims to generate a channel of formal business communication. Proper address and the person’s full name should be mentioned in the memorandum if it is directed towards a particular individual. The address of the targeted department or the team should be provided in the ‘To’ section.
The CC section should be used to mention the additional recipients.
It is the abbreviation of Courtesy Copy, that is intended by the term CC in the memorandum. The address of the targeted group or person is not needed to be mentioned in this section. The people who need to be informed about the particular advancements or notifications are mentioned in the CC section.
Consider the interest of the audience before reading the body of the memo.
The memorandum’s length and content should be designed so that it would attract the attention of a large audience. It depends on the stature of the audience that the language and formality are decided in the discussion of the memorandum. It could only be done efficiently if the person has a proper understanding of the audience and content to be mentioned in the memo.
The below-mentioned parameters should be considered while drafting the content of the memorandum.
- If the volume of the memorandum is large, visual tools like charts and tables should be included. It would ensure the engagement of the readers throughout the content. The tone of the discussion should be persuasive, and only relevant data should be displayed.
- Use appropriate subheadings, in case longer memorandums are drafted. The generic terms should be avoided since it would bring a tone of monotonicity to the content. The description should be precise and specific.
How to conclude a memo?
It is the action to be taken at the immediate level or the next step that should be described in the last section of the memorandum. The tone of the conclusion should be warm contrary to the persuasive tone used throughout the memorandum’s initial discussion. The conclusion should be highly engaging, and the use of first-person pronouns is highly recommended. The sentences like, “I am looking forward to discussing with you later” could be used in the concluding section. If the writer wants to conserve the memo’s brevity and preciseness, the section could be winded up in just two or three sentences.
Conduct the detailed proofreading session
Before submitting the memorandum, the final editing and proofreading should be done to augment the clarity and preciseness. Any sort of error should be avoided from the memorandum, and special emphasis should be given on the correct use of language. The use of jargon and complex language would decrease the quality and effectiveness of the memo.
The strict supervision of the grammatical rules, contextual integrity, logic, etc., should be ensured while conducting the proofreading session. The accuracy of the dates, addresses, names, etc., should be ensured.
The memorandum should be very precise and only required information should be discussed. The memo should avoid any repetition or unnecessary discussion.
Ensure any necessary attachments are included if your intended recipients will need to refer to other information, such as a graph, image, or chart, below the end of your memo.
Tips on how to write a perfect memo
By following the tips provided in the below section of this article on “how to write a memorandum”, the students could produce high-quality memos for the academic submission.
Try to mention the maximum information within the limited space.
Brevity is the key to drafting a good memorandum. Students often make the mistake of drafting sections like headings in multiple lines. It is a false approach in drafting a memo. It is the discussion section of the memo that consumes the maximum space/ volume. It is highly recommended that the readers not get carried away while drafting the discussion section. The writer should understand that the submitted memo could be read on various gadgets by the recipients. It would be very hard to read it on a mobile screen even if the heading section consists of multiple lines.
Don’t include multiple justifications.
Though it is important to provide the justification for why a particular measure is taken, excessive information should not be provided. The volume of the document will increase if multiple justifications are provided for the same point. The brevity of the discussion would sustain the soul of the memorandum. The key to drafting a good memorandum is to draft the paragraphs with short and brief sentences. The justifications should be provided in separate paragraphs so that any sort of complexity should be avoided.
Wrapping it up
The writer should not have any confusion regarding how to write a memorandum. Concluding the memorandum in an effective way would invest more quality into the drafted paper.
Example of Memo
I hope this message finds you well. I am writing to ask for your help with a project I am working on.
I would appreciate if you could provide me with some information about your company’s policies and procedures for vacation time. I need this information for a research paper I am writing, and your company is one of the case studies I am using.
If you could let me know what you can about this subject, I would be very grateful.
If you have any questions, please let me know.
Thank you very much for your help,