How to Write a Professional Memo

A memo (memorandum) is a common interoffice communication tool that is used in businesses, companies and organizations all over the world. Employers use memos to convey important information to others in a timely manner. It's not difficult to write a professional memo, but there are a few things that you should know about this type of letter.

Difficulty: Moderate

Instructions

Things You'll Need:

• Computer and printer

1. Create a header for your memo. It should include the reader's name and job title; your name and job title; the current date; and the subject of the memo. For example:
   
   To: reader's name and job title
   From: your name and job title
   Date: current date (day/month/year)
   Subject: State the subject of your memo (be specific)

2. Develop the first paragraph. The first paragraph is the opening paragraph of your memo. Use this section to state the purpose and reason for writing the letter. For instance, there are many reasons why employers write memos, such as to address policy changes; to discuss problems in the workplace (such as tardiness); or to remind staff members about an upcoming meeting or project. Use this section to give a brief overview about the memo, so the readers will know what to expect.

3. Write the body of the memo. The body normally consists of at least two paragraphs and includes essential details that are relevant to the subject. Use this section of the letter to provide background information on the subject and to supply the reader with specific examples that relate to that particular subject. Let's say you have an employee who is constantly late for work. In your memo, you may choose to state the exact days she arrived late and to highlight the exact number of times she was late in a given period. Include the consequences of the employee's actions, such as how her tardiness affects her job performance or interferes with the team's production schedule.

4. Construct the final paragraph. In your conclusion, provide the reader with helpful suggestions, recommendations or guidelines to follow. You may want to provide your contact information (such as a work number and email address) so the reader can reach you, just in case he has questions or comments about the memo.

5. Review the memo for accuracy. Make sure that you have included everything that the reader needs to know. Proofread the letter at least twice to ensure there are no misspelled words, grammatical mistakes or punctuation errors. Once you have finished the memo, save it to your computer and print out the appropriate number of copies you need to distribute.

Tips & Warnings

• Use simple language in the memo. Make the letter as short as possible (one to two pages). Use a size 12 font or Times New Roman default when preparing the memo. Single-space the letter (use double-spaces between sections and paragraphs). The text should be left-justified. Include one-inch margins in your memo. Use bullets in your memo (if applicable).

Resources

• Additional information on how to write a professional memo
• Learn more about professional memos