Memo writing is practically a requirement in the business world. Usually sent via email, memos allow employees to communicate with others in their organization without having to schedule a meeting. And, unlike letters, there is no need to address each individual in the company. With the amount of time that memos save employees, it's no wonder that memos have taken over the business world. Follow these steps to learn how to create one of your own.
Your memo should follow a specific format. As required with all emails, you will need to select your recipients and identify your own email address.
Make sure your subject accurately explains what your email is about. Be brief, but concise. If, for example, you're communicating a new policy regarding employee sick days, your title should be something like "New Sick Day Policies" or "Updated Policies from HR."
Start your memo off by identifying the cause for it. Whether it's a problem or a notification, make sure you clearly provide an explanation for the email.
Once you have stated the cause for your memo, identify the outcome or solution that you are proposing. Offer a through explanation, but don't ramble or provide unnecessary details.
Make sure your memo informs your readers of what they should do. If you're requesting a specific action, make sure you let them know. If you're simply providing information, on the other hand, you may even want to state that no further action is needed.
Tips & Warnings
- Keep a professional, yet casual tone throughout the memo. Write in conversational language, but make sure to remain objective.
- Proofread your memo to ensure proper spelling and grammar use.
- Select a font that is easy to read.
- Keep your paragraphs short and sweet, and providing a heading for each paragraph also helps maintain the reader's focus.
- If there is something that you really want to emphasize in the memo, the use of italics and/or bolding is acceptable.
- Photo Credit Marja Flick-Buijs
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