How to Write Memo Report Action Points for Accountants
Whether researching a specific tax law or drafting a summary on a client's internal control system, accountants often need to write memos that convey the main points of the topic at hand. These memos are usually for internal office use only. However, there are cases where the memos may be shared with other accounting firms, the client, attorneys or bank and bonding officials. Clients like accountants who communicate their professional positions competently. A well written memo will display your abilities as an accountant in a favorable manner.
- Difficulty:
- Moderate
Instructions
-
-
1
Create the memo's header. The header should include the date, who it is going to, who it was written by and a subject. Do not abbreviate the date or names. All names should be listed by professional ranking or in alphabetical order. Use professional titles where appropriate.
-
2
Write one paragraph for each point you want to convey to the reader. For example, if you are writing a memo report on internal controls, include one paragraph for controls met, another paragraph for deficiencies and another paragraph for recommendations. Each paragraph should be brief. Do not include extraneous information that will distract the reader. For example, when writing the memo report on internal controls, do not include a paragraph discussing where the stamp that is used to endorse checks was purchased.
-
3
Include references to specific resources used in your research. For example, when writing a memo report on tax laws, include a reference to the specific section of the Internal Revenue Code you're citing. It is acceptable to attach a copy of relevant information to your memo report if the information is directly related to the subject and not extremely lengthy.
-
4
Keep technical vocabulary to a minimum. When conducting tax research, it is nearly impossible to not run across vocabulary that is confusing. If the memo report is bogged down with vocabulary that nobody can understand, the memo will be useless. If you must use technical terms, include the definition in the body of the memo with term's first reference.
-
5
Conclude the memo report with the action to be taken or conclusion made. For example, if there is a question regarding the appropriate method of depreciation for a specific piece of manufacturing equipment, the conclusion would state the method decided upon.
-
1
Tips & Warnings
Handwrite your initials next to your name in the header portion of the memo. If you have a secretary that types your memos for you, your initials allow the readers to know that the memo came from you and you approved the final copy.
If you are emailing a memo, be certain that all recipients are listed on the memo and addressed in the email. Do not leave someone off the roster. A memo that is emailed needs to follow the same style as typed memos. Email is not an excuse for a sloppy memo.
