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Writing Office Memo

(The Street)

By definition, a memo (short for memorandum) is a business document that seeks

to engage staffers inside a company and communicates important messages on key issues
on meetings, company policies, and corporate business.

Writing a good memo is mostly about good formatting, solid structure, and the
ability to clearly and succinctly convey the intended message.

Establish the purpose

In business, the purpose of a memo is to provide or request information from people

within your organisation. It is important to carefully consider the key point of the memo
and who should receive it. A memo that is written clearly using a friendly and professional
tone avoids any opportunity for misinterpretation.

To cover the bases on all the above fronts, let's walk through the process, step-by-
step, in creating a masterful 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" or “For”

"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. Usually used when the memo is sent to a those who are
in equal rank and to subordinates. The use of “For” is when a memo is meant for upper
ranks.

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.
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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.

When to Send a Memo?

Knowing when to write an email is just as important as knowing how to write a
memo. For example, there are scenarios where a short email will suffice, or an in-house
digital bulletin board will get you to your correct audience.

By and large, however, writing a memo is optimal in the following scenarios:

 When you need to get a message out that makes an impression. Emails are great
for getting a message out quickly, but a memo can create a message that is built to last. If
your message involves a serious issue or recommendation, a memo is preferable to an email
in getting your point across.

 When formatting your message correctly is important. If your message needs to

include bullet points, headings or graphs, a memo is a great vehicle to engage staffers.

 When your message is meant to be printed out. If your message is going to wind
up on a company bulletin board or in a newsletter format, or if your message will be used at
a company meeting, a formal memo is the way to go.

Note: You should avoid writing a memo when an email will suffice. That's usually the case when
you have a very short message to send, or if you're on the road using your smart phone, and
don't have the time to structure and format a memo.

Tips for writing your memo

1. Your memos should be succinct, formal, clear, interesting and easy to read.
2. It should be logically organised, accurate, well-researched and informative.
3. Avoid using technical jargon and abbreviations that the recipient may not
understand.
4. Avoid the use of slang, colloquialisms and contractions.
5. Then. . .

 Stick with the corporate policy on memos. Most companies, especially larger ones,

have a standard script or blueprint to follow when writing a memo. Stick close to it and use
the blueprint to get your point across.
 Keep your sentences and paragraphs short and to the point. As Ernest
Hemingway once said, "brevity is key." Long, wordy memos are memos that often don't get
read.
 Use bullet points. To be more succinct and to get your point across, use bullet
points to better convey your message.
 Focus on the call to action. The end of the memo, where a call to action is included,
is vital to the memo process. Concentrate on verbiage that inspires the reader and get them
up and moving. Ask yourself this question: what is the top takeaway I want readers to
absorb from the memo?
 Edit for grammar. Nobody wants to read a memo littered with typos and
grammatical errors. Make sure to proofread your memo and invest in good grammar
software like Grammarly.
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The Basic Structure of a Memo

Part 1: HEADER

TO: provide the names and titles of everyone who will receive your memo

FROM: provide your complete name and title

DATE: provide the complete and accurate date – don’t forget to include the year

SUBJECT: provide a brief, yet specific description of what the memo is about

Part 2: MESSAGE

Introduction – explain the purpose

Body – addresses the information required

Conclusion – (Summary and possible recommendations)

Note: Each paragraph contains one main idea or point.

A paragraph can be one sentence long.
Arrange points in a logical sequence.

Samples:
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