How to Write a Professional External Email Memo

Professional external email memos should employ the voice of the company and convey the feeling of reliability and trust. To create a professional external email memo, you must plan the message carefully. No matter what the situation, you professionalism must shine through your words, since you are representing your company.

Instructions

Difficulty: Moderately Challenging

1. Analyze the situation carefully. Define the purpose of the email and ensure you understand who your target audience is. Gather all peripheral information so you can convey the message clearly and factually. If the email is a response email, make sure you read all correspondence involved with your memo.
2. Organize the information thoroughly. Define the main idea of the memo and stick to that idea. Do not address any other issue other than the one at hand. In other words, limit the scope of the memo.
3. Define your approach to the memo. Decide whether this a positive memo full of good news or if this is a negative memo where you need to consider the reaction of the receiver. Approach all external emails with the utmost care and maintain your approach throughout the entire communication.
4. Write the email being sure to be polite, emphasize positive aspects and use bias-free terminology. Slang has no place in a professional email memo. Not everyone will interpret slang the way it is meant.
5. Open the memo with a statement of the main idea. Recap what the message is about. Details of the message go in the body of the email. Expand on the situation or relate the course of action in the body. Always close the memo with a cordial tone. No matter how hot or tense the situation may be, maintain your professionalism and close with respect.
6. Always leave yourself enough time for revisions. Be sure to proof the message, looking for typos, spelling errors and alignment issues.