How to Write a Formal Business Memo

Memos are an effective method of interoffice communication. They are typically written to report on something, to ask someone to do something or to explain something so that others understand it. While this type of information is communicated via email in many companies today, a memo provides a much more formal presentation. A memo should be no longer than two pages and should be professionally written. Memos must follow a specific format and include certain pieces of information. The guidelines below will help you write a formal business memo.

Instructions

1. Use the company's letterhead for the first page of the memo.

2. Place one of the following phrases a few lines under the letterhead: "Memo," "Memorandum," "Interoffice Correspondence," "Interoffice Communication" or other similar phrases.

3. Enter the following information a couple of lines under the "Memo" phrase: To, From, Subject and Date. Each item should be on a separate line. Place a colon after each of these words and then press the "Tab" key and enter the appropriate information for each line. Make sure that the subject line is very specific so that the reader will know exactly what the memo is about after just reading the subject line.

4. Write a clear statement of purpose as the first paragraph. Be very specific in stating the purpose. It should be clearly and directly linked to the subject line, and be no more than three sentences.

5. Write a summary paragraph. The summary helps to express the main point, request or recommendation of the memo. It should be no longer than four or five sentences.

6. Write a discussion section that explains the main recommendation or request of the memo. This is the most important and longest part of the memo because it describes the background of the reason for the memo. This section also provides all of the supporting evidence, facts or other information for the main point of the memo. This section should be written from general to specific and express a persuasive tone. It is vital that the discussion section effectively communicate the desired point and persuade the reader to follow the ultimate recommendation of the memo.

7. Write a recommendation or closing section. Clearly state what you want the reader to do next. If necessary, include a bulleted list of suggested actions that the reader should take.

8. Use headings for each section throughout the memo so that the reader can easily read and understand the memo. With headings, the reader is able to skip certain sections that he or she is already familiar with or does not need. Using headings also makes writing memos easier because it gives the writer a clear focus for each section.

Tips & Warnings

• Add attachments to the memo, if necessary. If you plan to add attachments, be sure to refer to them throughout the memo. And, list the documents that are attached at the end of the memo. The second page of the memo does not need to be on the company's letterhead. But, it is important to include three items at the top of subsequent pages, in either the upper-right or -left corner: name of recipient, the page number and the date of the memo. Often, the writer or sender of the memo will add initials next to his or her name on the "From" line at the top of the memo.

Resources

• Sample Memos