Writing a Memo Format

When employees joke that they didn't "get the memo," they mean that they were not informed of a development, change or event within an organization. But really, it's no laughing matter. Memos are internal documents that provide an effective way to communicate new or timely information about a specific topic that directly affects employees. Unlike letters, memos are brief, succinct and go right to the heart of a matter. Despite their brevity, memos are generally appreciated by employees. Learn how to write a well crafted memo to keep your employees in the loop.

Instructions

1. Determine the message you wish to impart --- and only one message. Then decide the relevant target audience for this message. It may be employees throughout your organization or it could be people who work in only one or two departments.

2. Prepare the heading of your memo. Flush left, it should contain four, single-spaced lines that include: "Date:", "To:", "From:" and "Subject:" After "From:" include your name and your title within the organization to give your memo the authority and credibility it needs to engage the attention of employees.

3. Write no more than three single-spaced paragraphs about the development, change or event within your organization, double-spacing between paragraphs. Get directly to the point and immerse your readers at the beginning. A memo can be more informal in tone than a business letter, but it should not be wordy. Provide some background information, if necessary, about what led to the development, change or event.

4. Try to be anticipatory of the questions the employees might have, but realize that because of the inherently brief nature of a memo, you cannot possibly address them all. For this reason, it is often a good idea to devote the third paragraph of a memo to expressing, "Should you have any questions about this (development, change or event), please do not hesitate to contact me at (your office phone number)."

5. Do not sign the bottom of the memo. However, some people write their initials after their name, in the heading of the memo. This is purely a matter of personal choice. However, if you believe that employees will recognize your handwriting, initializing the memo at the top will also enhance the memo's credibility.

6. 

   Post your memo where employees are most likely to see it --- and read it.

   Disseminate the memo properly. You might post a companywide memo in lunchrooms, break rooms and even washrooms throughout your building. If you don't mind making multiple copies, you could produce one copy of the memo for each employee and place it in their internal mailbox or on their desk. Or, if the memo is intended only for a certain subgroup of employees, you could post the memo on a bulletin board where these employees are likely to congregate and see the memo. Some human resource professionals say that there are only two great places to post a memo in the workplace: on the refrigerator and on the coffee maker.

Tips & Warnings

• Writing for large audiences can be tricky, as people possess a wide range of education, intellect and experience. Keep your word choices simple and don't use technical jargon; but don't "talk down" to your audience, either. Choose your words carefully and with specificity, and be sure to edit and proofread your memo before you disseminate it.

Resources

• "The New St. Martin's Handbook"; Andrea Lunsford, et al.; 1999