How to Write a Short Memo In An Office Environment

Business memos are common forms of communication in office settings.

Memos are common forms of interoffice communication because they are succinct and direct. They most often are used to bring attention to a certain issue or problem within the office and, according to Purdue University, are most effective when they connect the purpose of the writer with the needs of the reader. In order to write effective office memos, several steps must be taken.

Instructions

1. Identify the audience. Although this may seem obvious, it is an important step to effectively writing an office memo. More than knowing the name of the person receiving the memo, consider the characteristics of the recipient. Is the recipient friendly or hostile? What is your audience's background and familiarity with the memo topic? What is your relationship like with your audience? All of these audience characteristics will influence the language and tone you use within the memo.

2. Ponder the purpose. Consider the primary purpose of the office memo. Possible purposes include informing the audience, moving the audience to action and persuading the audience. The purpose of the memo will affect not only the language you use, but also the order of information within the memo. For instance, if the purpose is to move the audience to action, the memo will be most effective if the final part explains what the writer expects the audience to do.

3. Construct the heading. A memo is a specific genre of writing and requires specific details, including a heading. According to Purdue University, the heading of a memo should include "To:", "From:", "Date:" and "Subject." It is important to address the recipient by her correct name and job title. Nicknames are usually inappropriate for business memos, even those with an informal tone. Also, be as specific as possible in the subject line of the heading.

4. Include an appropriate greeting and closing. The language and tone of the beginning and closing of the memo depends upon the audience and purpose. If the tone is friendly, the greeting and closing will be more relaxed than if the tone is serious and/or disciplinary.

References

• Purdue Online Writing Lab: Memos
• "The Norton Field Guide to Writing"; Richard Bullock, et al.; 2010