How to Write a Memo for Approval

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Memos are distributed in all types of offices.
Memos are distributed in all types of offices. (Image: office 2 image by Omely from Fotolia.com)

It benefits professionals to have a strong grasp of business writing, particularly if they are in an administrative position. When your boss asks you to write something in business form, such as a memo, you need to know the correct way to do it. Otherwise, you you will not have the impact that you desire on the recipients. You can avoid this scenario by knowing how to write a memo in standard business format.

Create a memo that includes all of the standards sections, which includes the heading, purpose, discussion and closing, advises Hodu.com. A summary is an optional section.

Set up the heading for your memo. All memos will have a standard heading that includes four lines to be labeled “To,” “From,” “Date” and “Subject.”

Fill in the heading of your memo. After “To,” type who the letter is being distributed to, such as a specific person, group of people or department. After “From,” place either your name or the person’s name you’re writing the letter for, such as your boss. Type the distribution date after the word “Date.” Include a few words that summarize the purpose of the memo in the "Subject" line.

Type a brief paragraph that explains the purpose of the memo in a few sentences. The memo may be for informative reasons, to explain a problem or request a certain action from the recipients.

Discuss the purpose of the memo in detail in the next several paragraphs. Don’t give unnecessary information or repeat yourself, but offer enough details so that all recipients understand the reason for the memo and its importance.

Write the action, if any, that needs to be taken by the recipients in a closing paragraph. Explain what needs to be done and how to go about accomplishing it.

Add a summary section to the end of your memo, if it’s longer than one page or contains very detailed, complex information. This will help clarify the purpose of your memo and give the recipients a reference to look back on without having to read the entire memo again. Include all of your key points, as well as any actions that need to be taken, in the summary section.

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