How to Improve Memo Writing
Memos are an excellent communication tool that should be used for brief messages and announcements that need to be handled in a timely manner. The concise format of a memo allows the recipient to quickly take in the contents as soon as they receive it, while longer communications are often put off for a time when the reader is less busy. Effective memo writing is essential to good communication in the workplace. These steps will help you to improve your overall memo writing skills and send effective messages to colleagues and employees.
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Instructions
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Identify your recipients. Memos should only be used for communication within your business. For communication with outside contractors or clients, use a more formal means of communication.
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Write an informative subject line. Avoid vague phrases like "New Information" and instead focus on a subject that will begin to engage the reader before they even read the memo, such as "Updated Book Proposal Procedures".
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Write a clear and concise message. Get straight to the point of the memo. Your first paragraph should state the purpose of the memo and cover the most important information about the topic. If you have several important points to get across, consider using a bulleted list rather than a lengthy paragraph, to make the points easier to read. Conclude the memo with specific calls to action.
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Read over your memo and eliminate any extra verbiage. Avoid obvious statements such as "I'm writing this memo to tell you that...." Get straight to the point. The memo should be kept to one page when at all possible.
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Send additional information as an attachment rather than including it in the memo. Attach full reports, articles, spreadsheets, and statistics to the memo for separate viewing if this information is necessary. Rather than restating a lengthy list of statistics, attach the detailed information and keep the memo short.
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Add a personal touch. When distributing your memo to several people, jot a more personal note in the margin or at the bottom of each one. This will allow you to add details that are specific to that person on their memo only.
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Encourage feedback. Invite the recipients to jot their thoughts, ideas, and other comments on the memo itself and return it to you. You will get quicker responses when the writer doesn't have to compose a memo of his or her own.
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Tips & Warnings
Only send memos for important communications that should be viewed immediately. Sending too many memos can diminish their importance.
