Memo writing is something of an art form. A letter is not a memo, nor is a memo a letter. A memo is a short, to the point communication conveying your thoughts, reactions or opinion on something. A memo can call people to action or broadcast a bit of timely news. With memo writing, shorter is better. Show As with all writing, memo writing needs a structure. Because they are short, rambling meanderings will soon destroy the memo’s effectiveness and become a waste of productive time to those that read it and to the person who wrote it. If you have something longer than a page, it’s better to send it as an attachment or a document that follows the memo used as a cover letter. Never make a memo too long. If someone takes a glance at a memo that appears to be too long, there’s a good chance it will be set aside for a time when they aren’t busy. This can defeat your memo’s purpose which is timely communication. Basic FormatsMemos can be approached in different ways depending on your purpose:
Parts of a MemoThere are three basic reasons to write a memo:
Regardless of your purpose, memos are generally divided into segments in order to organize the information and to achieve your intention. HeadingThe heading segment follows this general format:
Opening SegmentThe gist of a memo should occur in the opening sentences/paragraphs. It's a good idea to include some information about the context, a task statement and perhaps a purpose statement.
Summary SegmentIf your memo is longer than a page, you may want to include a separate summary segment. This segment provides a brief statement of the key recommendations you have reached. These will help your reader understand the key points of the memo immediately. This segment may also include references to methods and sources you have used in your research, but remember to keep it brief. You can help your reader understand your memo better by using headings for the summary and the discussion segments that follow it. Try to write headings that are short but that clarify the content of the segment. For example, instead of using "Summary" for your heading, try "New Rat-Part Elimination System," which is much more specific. The major headings you choose here are the ones that will appear in your purpose-statement forecast. Discussion SegmentsThe discussion segments are the parts in which you get to include all the juicy details that support your ideas. Keep two things in mind:
Closing SegmentYou're almost done. After the reader has read your information, you want to close with a courteous ending stating what action you want your reader to take. Make sure you consider how the reader will benefit from the desired actions and how you can make those actions easier. For example, you might say, "I will be glad to discuss this recommendation with you during our Tuesday trip to the spa and follow through on any decisions you make." Necessary AttachmentsMake sure you document your findings or provide detailed information whenever necessary. You can do this by attaching lists, graphs, tables, etc. at the end of your memo. Be sure to refer to your attachments in your memo and add a notation about what is attached below your closing, like this:
ExamplesPersuasive MemorandumTo: Mary McGee, Alistair Warwranka, George Lipton I’ve noticed that we don’t seem to be able to communicate important changes, requirements and progress reports throughout the company as effectively as we should. I propose developing one consistent memo format, recognizable by all staff as the official means of communicating company directives. While I know this seems like a simple solution, I believe it will cut down on needless e-mail, improve universal communication and allow the staff to save necessary information for later referral. Please talk among yourselves to determine the proper points of memo writing and return the input to me by 12 noon. I will then send out a notice to the entire staff regarding the new memo format. Thank you for your prompt attention to this. Directive MemoTo: All Staff In order to make interoffice communications easier, please adhere to the following guidelines for writing effective memos:
If you have any questions, please don’t hesitate to call me. Thank you. Technical MemoTo: The Boss As we enter Phase Four of the T-12 testing, I wanted to provide a progress overview of the Phase Three testing.
What is the short summary of the purpose of the memorandum?A memorandum (memo) is used to communicate something of immediate importance to people within a business or organization.
Which details form part of a memo summary?The summary is a brief recounting of the entire memo, including discussion/background, conclusions, and recommendation.
What is writing memorandum? A memorandum, also known as a memo, is informing a group or organization in an email or letter of a specific problem and/or solution. A memo should have an action plan with specific steps on how to carry out the plan. Memorandums should be short, concise, and easy to read.
What are the steps in writing a memorandum?How to Write a Memo. Add the Title. A memo's title is short and to the point, and is always placed at the top of the page. ... . Make Sure to Include the Date. ... . Designate Who Receives Memo With "To" ... . Make Clear Who the Memo Is "From" ... . Add a Clear Subject. ... . Write the Body. ... . Sign Off With a Good Close.. |