What is Memo?

A memo (also known as a memorandum, or "reminder") is used for internal

communications regarding procedures or official business within an
organization.

Unlike an email, a memo is a message you send to a large group of

employees, like your entire department or everyone at the company. You
might need to write a memo to inform staff of upcoming events, or broadcast
internal changes.

How to make a Memo?

1. Add the Title

A memo's title is short and to the point, and is always placed at the top of the page. Usually, a
term is used in the title (think "memo" or "memo to staff.") Ideally, you want your message to
stand out amidst the pile of paperwork and emails that often inundate the modern workplace.
Directing your title to the intended audience/recipient does just that.

2. Make Sure to Include the Date

The date is necessary as a time point of reference. It shows the recipient when the memo was
written and, in many cases gives the memo a sense of urgency, and that its contents and
instructions are to be taken seriously.

3. Designate Who Receives Memo With "To"

"To" designates who receives the memo, either an entire company department (i.e., "sales staff)
or to an individual (Sally Stone, director of sales.) You can structure the "to" memo line
alphabetically, or by title.

4. Make Clear Who the Memo Is "From"

This line designates the memo's author, by name and title (i.e., "from the desk of Sally Stone,
director of sales.") Often, to underscore the importance of the memo, the title includes the
sender's signature, by initials. Usually, this occurs when a subordinate writes the memo for a
supervisor or manager - that manager will sign off on the memo to show recipients that
everything in the memo is approved and requires attention or a response.
5. Add a Clear Subject
This line designates what the memo is about and should always be written
clearly, concisely and compellingly. Above all else, you want your memo to
stand out, and to get your message across. That process really starts with
the subject line, and is intended to clearly state what the memo is about.

6. Write the Body

This section goes into more detail on what the memo is about. The goal is
to get to the point quickly (i.e., "We've set up a meeting on Monday, Jan. 6
to discuss first quarter sales goals and priorities.") The first line is all-
important, as it sets the table for the remainder of the memo. It's ideal to
break the body of the memo down into short paragraphs - three should be
the goal. Any more than that and you start losing the attention of your
recipients. Remember, clear and concise is the goal with a good memo.
The last paragraph should feature a call to action, i.e., something
compelling to spur the recipient into taking action.

7. Sign Off With a Good Close

The last portion of the memo can include a signature from the sender at the
bottom, but it doesn't have to. Just sign and date the signature, to officially
"seal the deal" on the memo, and let the reader know who, exactly, the
memo is coming from. It's more important, however, to end the memo with
a firm call for action, letting your readers know what specific action is to be
taken.
What is Memo?

A memo (also known as a memorandum, or "reminder") is used for internal

communications regarding procedures or official business within an
organization. Unlike an email, a memo is a message you send to a large
group of employees, like your entire department or everyone at the
company. You might need to write a memo to inform staff of upcoming
events, or broadcast internal changes.

How to make a Memo?

1. Add the Title

A memo's title is short and to the point, and is always placed at the top of
the page. Usually, a term is used in the title (think "memo" or "memo to
staff.") Ideally, you want your message to stand out amidst the pile of
paperwork and emails that often inundate the modern workplace. Directing
your title to the intended audience/recipient does just that.

2. Make Sure to Include the Date

The date is necessary as a time point of reference. It shows the recipient

when the memo was written and, in many cases gives the memo a sense of
urgency, and that its contents and instructions are to be taken seriously.

3. Designate Who Receives Memo With "To"

"To" designates who receives the memo, either an entire company

department (i.e., "sales staff) or to an individual (Sally Stone, director of
sales.) You can structure the "to" memo line alphabetically, or by title.

4. Make Clear Who the Memo Is "From"

This line designates the memo's author, by name and title (i.e., "from the
desk of Sally Stone, director of sales.") Often, to underscore the importance
of the memo, the title includes the sender's signature, by initials. Usually,
this occurs when a subordinate writes the memo for a supervisor or manager
- that manager will sign off on the memo to show recipients that everything
in the memo is approved and requires attention or a response.
5. Add a Clear Subject

This line designates what the memo is about and should always be written
clearly, concisely and compellingly. Above all else, you want your memo to
stand out, and to get your message across. That process really starts with
the subject line, and is intended to clearly state what the memo is about.

6. Write the Body

This section goes into more detail on what the memo is about. The goal is to
get to the point quickly (i.e., "We've set up a meeting on Monday, Jan. 6 to
discuss first quarter sales goals and priorities.") The first line is all-
important, as it sets the table for the remainder of the memo. It's ideal to
break the body of the memo down into short paragraphs - three should be
the goal. Any more than that and you start losing the attention of your
recipients. Remember, clear and concise is the goal with a good memo. The
last paragraph should feature a call to action, i.e., something compelling to
spur the recipient into taking action.

7. Sign Off With a Good Close

The last portion of the memo can include a signature from the sender at the
bottom, but it doesn't have to. Just sign and date the signature, to officially
"seal the deal" on the memo, and let the reader know who, exactly, the
memo is coming from. It's more important, however, to end the memo with
a firm call for action, letting your readers know what specific action is to be
taken.
EXAMPLE:

MEMORANDUM

To: All Staff

From: The Manager

Date: May 27, 2010

Subject: Inappropriate use of time on Google Doodle games

Coworkers,

It has come to my attention that many in the office have been spending time on the
Google home page microgames. This memo is a reminder to use your work hours
for work.

According to a recent article, the estimated daily cost of people collectively playing
these games instead of working is over $120 million—which is calculated based on
the daily average increased time spent on the Google home page (36 seconds).

If these estimates are applied to our 600 office employees, this results in a nearly
$700 weekly loss.

This is a conservative estimate considering the extensive discussions that occur

about beating the office's current high score. The extra cost quickly adds up.

Of course, we don't want you to view our organization as a place of drudgery and
draconian rules. I encourage a fun and competitive environment, and I recognize
that we certainly won't be profitable if you are unhappy or dissatisfied with your
jobs. This is just a reminder to be careful with your use of company time.

Thank you,

The Manager

Reference:

Wright, Tony. (2010). The Tragic Cost of Google Pac-Man – 4.82 million hours.
Retrieved May 26, 2010 from: http://blog.rescuetime.com/2010/05/24/the-tragic-
cost-of-google-pac-man-4-82-million-hours/