How do I Write an Effective Internal Memo?

Effective memo writing is a learned skill that can be mastered with time and practice.

An effective internal memo can be difficult to get right. Those who manage to write memos that communicate clearly and briefly stand out in the eyes of upper management by demonstrating both effective written communication skills and a firm grasp of the subject matter. Fortunately, good memo writing skills can be learned and, with practice, can be mastered. The key is to keep it brief, including all of the most important information on the front page.

Instructions

1. Learn your company's procedures and formatting standards regarding memos. Some companies allow a standard Word template to create a memo, while others have specific standards regarding letterhead, font, text size and format. Sometimes individual departments will have their own sets of standards for intradepartmental vs. interdepartmental memos. Conforming to these standards sends the message that you not only follow directions, but also that you care about the company identity and brand.

2. Fill out the header information. This usually includes the word "Memo" or "Memorandum" first, either left-justified or centered at the top of the page. Below that comes the date. Write the subject two returns down, preceded by either the word "Subject:" or "Re:". Two returns below the subject, the "To:" line lists the primary recipient. Below that, the "Cc:" line lists all other recipients. Finally, go down two more lines for the "From:" line and type your name.

3. Write the introduction paragraph, keeping it brief. Include two or three sentences of background information on the purpose of the memo.

4. Write the key points, giving each point its own line with double-spacing in between. Keep in mind this is the part most likely to be read by a busy executive who only has time to skim the memo. Be concise and make every word count. Include any calls to action in this section and keep all of your key points on the first page.

5. Include your data and analysis in the next section if you're writing an analytical report. Begin by detailing your data, method and assumptions before delving into specific analysis. Try to begin your analysis on the first page and use bold lettering and larger font sizes to indicate headings and subheadings. Avoid large chunks of text by breaking them up into smaller paragraphs, preferably no more than three or four sentences long. Include only relevant data and conclude with a "Limitations" section that informs the reader of any flawed data or problems with the analysis.

References

• Northern Kentucky University College of Business: Memo Format