Module III: Business Memos

What is a Business Memo?

A business memo is a short document used to transmit information within an organization.

Memos are characterized by being brief, direct, and easy to navigate. They are less formal
than letters but should maintain a professional, succinct style. Often, the purpose of a
business memo is twofold: to identify a problem and propose a solution. Other times, memos
may provide or request factual information.

Business memos are designed to accommodate busy readers who want to find the information
they need from the memo quickly and easily. In writing a business memo, you should
structure your memo to accommodate three kinds of readers:

• Those who read only the executive summary

• Those who skim the entire memo for its key points and a few details they're interested
in

• Those who read the entire document for the details that support its major claims or
recommendations

Bear in mind that these readers may have different purposes in reading the memo. Often,
readers need to make policy and action decisions based on the recommendations. Others may
want to obtain specific information (evidence) needed to understand and justify policy and
action decisions. Readers may also want to get a sense of your professional ability and
judgment.

In determining the purpose and audience of your memo, ask yourself: Who is the intended
recipient of this memo? What do I want the recipient to do after reading the memo? What
information will the recipient be looking for in the memo? These kinds of questions will help
guide your content, structure, and style choices.

How to Write an Effective Business Memo?

As stated above, an effective business memo is brief, direct, and easy to navigate. The
following five writing strategies help readers to navigate business memos easily and quickly:

1. Present the main point first. This may be the single most important guideline
about the structure and content of memos. Readers should quickly grasp the
content and significance of the memo. If readers have a question or problem, they
 want to know the answer or solution immediately—if readers want more
information, they can continue reading. In other words, supporting details
should follow the main point or conclusion, not precede it.

2. Maintain a professional, succinct style. The style of your writing should be

appropriate to your audience: In this case, your audience is your boss, your co-
workers, or both. So, your style should be professional, straightforward, cordial,
and easy to read. To achieve such a style, use short, active sentences. Avoid
jargon and pretentious language. Maintain a positive or neutral tone; avoid
negative language if possible. In addition to making memos easier to read, a
professional writing style also improves the writer’s credibility.

3. Create a very specific subject line to give the reader an immediate idea of the
memo's (or message's) subject and purpose. The subject line should orient the
reader to the subject and purpose of the memo and provide a handy reference for
filing and quick review. Suppose, for instance, that you were writing to request
authorization and funding for a business trip. You'd avoid a general subject line
like "Publisher's Convention" or "Trip to AWP Conference" in favour of
something more specific like "Request for funds: AWP conference." The last
example would tell the reader the subject and what she was being asked to do
about it.

4. Provide a summary or overview of the main points, especially if the memo is

more than one page. Often referred to as an executive summary, the first
paragraph of a long memo or message serves these functions:

▪ Presents the main request, recommendation or conclusion

▪ Summarizes then previews the main facts, arguments and evidence

▪ Forecasts the structure and order of information presented in the

remainder of the memo

▪ Like the subject line, the executive summary provides a quick overview
of the purpose and content of the memo. The reader uses it to guide both
a quick first reading and subsequent rapid reviews.

5. Use format features, such as headings, to signal structure and guide readers
to the information they're seeking. Headings provide an outline of the memo,
 enabling the reader to quickly see what the major topics or points are and where
to find them in the memo. Make headings parallel with each other and as specific
as possible. Other format features that signal structure and guide readers include
short paragraphs and blocks of text, lists set off by indentations, numbers or
bullets, or generous use of white space to guide the eye.

Memo Format Example

Letterhead

(drop down 1.5 inches from Letterhead)

Memo To: Name of Person and Title in Organization

From: Your Name
Date: Month, Day, Year
Subject: Be very specific

(NOTE: There is no salutation greeting in a memo, as there is in a letter or email.)

I propose that we purchase or lease a van to serve as a mobile bookstore. We could use this
van to generate sales in the outlying towns and villages throughout the state where our retail
stores are not penetrating. (Direct and brief introduction which sums up the point of the
memo succinctly.)

Rationale for Van (informative heading.)

We have been aware for some time that many small towns around the state do not have
adequate bookstore facilities, but the economics of the situation are such that we would not
be able to open a comprehensive branch and operate it profitably. However, we could afford
to stock a van with books and operate it for a few days at a time in various small towns
throughout the state. As you are probably aware, the laws of this state would permit us to
acquire a state-wide business license fairly easily and inexpensively. (Provides brief, but full,
background and feasibility information to the reader.)

With the proper advance advertising, we should be able to generate much interest in this
initiative. It seems to me that this idea has much merit because of the flexibility it offers us.
For example, we could tailor the length of our stay to the size of the town and the amount of
business generated. Also, we could customize our inventory to the needs and interests of the
particular locales. (Additional persuasive information.)
 Actions Request
The driver of the van would act as the salesperson, and we would, of course, have copies of
our complete catalogue so that mail orders could be taken as well. Please let me know your
thoughts about this proposal. If you wish, I can explore the matter further and generate cost
and sales estimates. (Clear closing that asks for specific action.)

Memorandum Format PDF Example

The Purdue University Online Writing Lab shares this downloadable PDF example. It
provides another strong example of proper formatting. Notice the format:

• All text is justified to the left side of the page. None of the first paragraphs are indented.
Business documents use justified left format, while academic format indents the first
paragraph.

• Text is single spaced between lines.

• There is double spacing between paragraphs.

How to End a Memo

Notice that there is no closing signature in a memo, as there would be in a business email or
business letter.

The best ending for a memo is a clear closing action, stated in the last paragraph. And, be
very clear about what you want your reader to know or do after reading the memo, which
Makes it easy for your reader to respond.

Uses:

• To Provide Information

• To Issue Instruction

• To Convey Policy Decision

• To Offer/Invite Suggestion

• To Record/Report an Agreement

• To Establish Accountability

• Helps you to avoid meeting personally, when necessary

Basic Principles and Characteristics:

• Necessary and Sufficient Information

• Do not Assume that Everyone knows Everything related to the issue discussed in the
Memo

• Be Clear, Concrete and Specific

• Easy-to-Understand

• Explain with Ease and Co-operation

• NO Emotional Appeal

We come across this term (Memorandum) in daily life when we see a delegation going to
administration heads and giving them a letter of demands. These demands are not some new
things, but the same that are supposed to be fulfilled dutifully. As the system is not in
support, the representatives hand over a ‘memorandum’ of demands.
Sources:

https://www.instructionalsolutions.com/blog/memo-format

https://writingcenter.gmu.edu/guides/writing-business-memos

https://eklavyaparv.com/content/communication-skills/233-business-memo-format-
characteristics