How to Write a Professional Persuasive Memo

Pose the problem to propose a solution.

When you see a problem in the workplace, you may want to tell someone. But rather than just complain, it's a good idea to offer a solution. A well-written professional memo might persuade your supervisor to take action. To do so, keep it brief--memos are not white papers--keep the tone reasoned and provide solid facts. Purdue University's Online Writing Lab recommends that you include the information your reader will need and make it understandable. You want to make it as easy as possible for your supervisor to think through the issue, to take action, and to call on you for more information if necessary.

Things You'll Need

• Research notes

Instructions

1. Open the memo with a sincere, positive and relevant remark that is factually based. For example, you might say, "The pace of production in the widget department is up 5 percent over last year's numbers, which speaks to the strengths of our trainers and employees in that department." You should not use more than one or two sentences to do this.

2. State the problem that you seek to solve in the next sentence, which will be the concluding sentence of the opening paragraph. Use facts, as recommended by Purdue University's Online Writing Lab. You might say, "However, as a result of the widget department's success, we are putting too much pressure the existing fabrication machines."

3. Further establish the problem at the opening of the second paragraph and then segue into your proposed solution. For example, "Last week we lost time due to mechanical issues on fabrication machines number two and three. I suggest we purchase one more fabrication machine and initiate both daily and monthly maintenance procedures to prevent equipment failure and down time."

4. Discuss implementation in your next sentences. Again, be factual, and also, you should anticipate obvious objections and answer them. "I have measured the space and learned that if we move machines A, B and C over one foot each, we will still meet OSHA safety standards and create enough space for one more machine. The daily maintenance schedule I propose could be absorbed by the machine operators at the beginning of each shift, but the monthly maintenance will have to be performed by the engineering department; however, they will not have to spend as much time performing repairs."

5. Conclude the memo in a new paragraph in one or two sentences that invite either action or further discussion. You might say, "I will be happy to order the new machine, if you can authorize the expenditure and maintenance schedule. I look forward to hearing your thoughts and would be happy to show you the space and answer questions."

Tips & Warnings

• Make sure your memo is formatted clearly and professionally. Leave white space between paragraphs, and include standard memo information, such as date and names at the top.

• Proofread your memo on hard copy.

• Wait 24 hours before sending it to the recipient, and then proofread it again.

References

• Purdue University Online Writing Lab: Rhetorical Awareness and User-Centered Design
• Purdue University Online Writing Lab: Higher Order Concerns: Is Your Document Sound?