Memos are most often written in a business setting with a clear set of objectives and used to inform colleagues and employees of specific facts in the most clear, concise and thorough style possible. A relatively strict format is used to convey information in an efficient and effective way. The memo, as one of the most common forms of internal business communication in almost any kind of organization, is certainly a worthwhile format to know.
Writing a Memo
Establish what information the memo needs to convey. Since a memo is effectively an internal news item notifying others of specific developments, it's important to have a clear idea of the information that needs to be communicated.
Establish the best way to effectively communicate the necessary information. Memos are often formatted with titled sections. It may be useful to include organizational tools like outlines or visual diagrams. The goal is to create a logical and natural progression of information that is easy to understand for any reader.
Write the memo. Once you have all your information, and you know what will need to be communicated in the essay and how you will organize it, writing it should be easy. A memo should be short and informational, between one and three pages long. The language should be simple and declarative, informing the reader efficiently what they need to know. For a longer memo, use section headings to highlight the different content and main ideas, and better organize the content.
Proofread the memo. Make sure all the information is correct and there are no spelling or grammatical mistakes. Additionally, a memo isn't usually a place for editorializing. The form should be exclusively informational. Technical mistakes and authorial opinion make for an unprofessional document.
Format the memo correctly. While most companies will have a specific internal format that signals a memo, most look like this:
TO: Firstname Lastname, Position
FROM: Firstname Lastname, Position
DATE: Month day, year
The memo format does not include a salutation or signature.
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