How to Write a Memo
Be Careful When You Write Them
They May Be on File Forever.
Simple When You Know How & Taught in Most Business Writing Courses.
Everyone in business should know how to write a memo & with online business writing courses now available it's not hard to learn.
A memo (or memorandum) is a form of communication that is used internally within a company and it usually focuses on a single topic. It is somewhat informal when compared to a
business letter
or a report, but a memo usually conveys information of some importance. You could just scribble out your notes and make copies to distribute or you could just use email; however, a memo is usually filed after being read and can be referred to at a letter date. They’re generally considered by management and staff as an important document and one worth reading on a semi urgent basis.
The Purpose of a Memo…
The primary purpose of a memo is to communicate with co-workers, managers and subordinates. It may be used to announce an event or to address concerns and it could be addressed to an individual or to a group of people. At any rate, memos that relay important information are usually kept as a form of proof of communication. Sometimes they end up in court or are used in labor disputes, so it is vital that memos say what they intend to say and that they are somewhat professional.
How To Write a Memo…
Different than traditional
letter writing,
a memo has a standard format which includes a heading that says “memo”, “memorandum” or “internal memo”.It may be produced on letterhead, but generally they’re printed or written on plain paper. Next comes the recipient's name, who it is from, the date of the memo and the subject of the memo. It may also include the names of others to whom the memo was sent. This is referred to as the “header”. After the header, you write an opening statement that clearly conveys the purpose and context of the memo. It may address a specific problem or issue, or it may simply make an announcement. The details appear after the opening statement and they may include instructions, directions, etc. You can include a summary and a closing statement if you wish. Here’s an example –
MEMORANDUM
TO: Bill Meredith
FROM: Mr. Chambers
DATE: 25 May 2009
SUBJECT: Seminar
CC: Mr. Smith, Mrs Jones
Dear Bill,A seminar is being held at the Bolten Hotel on June 15, 2009 at 1:00 P.M. on Selling Computerized High Technology. It is being conducted by ABC Corporation and should be extremely informative. We are strongly recommending that every member of the salesforce attend this seminar and we will, of course, pay the entrance fees for all those attending. I would appreciate it if you would encourage everyone to go, and provide me with the names of those who will be attendingno later than June 1st.
After you have written the memo, of course you should check for spelling and grammar errors; however, it is most important that you check the details and make sure that the memo clearly conveys your intentions. It is extremely embarrassing to send out a memo and then find that you forgot to mention details, such a time or location. It can be quite detrimental if the purpose of the memo is to provide instruction and you leave out a step. It’s a relatively simple task to learn how to write a memo, there’s no science involved and when written correctly, they do convey important information in a simple & practical manner.
Modern Net-Wit:
"I was walking through the streets of Glasgow the other week and I saw this sign: THIS DOOR IS ALARMED. I said to myself, how do you think I feel?" .....................................................................................Arnold Brown
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