How to Write a Business Message As a Memo Within a Company

Writing a Business Memo

A memorandum, more commonly referred to as a memo, is an effective and efficient means of communicating within an organization. Purposes of memos vary, but some common reasons are informing readers about new information within a company -- such as policy change, holidays or promotions -- or persuading the reader to take an action, such as attend a meeting, take an extra half-hour for lunch or keep the refrigerator clean. Memos should be short, professional and directly to the point.

Instructions

1. Jot down your thoughts in a logical format, remembering that preciseness is key.

2. Open a new word processing or desktop publishing document.

3. Place your company's logo at the top of the page.

4. Type in the heading, which follows this format:

   TO: (reader's name or department name)

   FROM: (your name and job title)

   DATE: (current date)

   SUBJECT: (phrase explaining why the memo was sent)

5. Write your memo, providing details that will ensure your readers understand the message. Also provide details about what will happen next or what action is required, if any.

6. Close on a positive note, and provide your readers the option to contact you for more information or updates.

Tips & Warnings

• Save your memo as a template to use again in the future.

References

• Purdue Online Writing Lab: Memo -- Audience and Purpose
• Memo Format: Sample Memo: Memo Writing, Memo Format, Templates, How to Write a Memo

Resources

• Lousy Writer: How to Write A Better Memo