How To Write a Memo

Memos are short, to-the-point correspondences within a business. A memo can be written on company memo forms or sent by email. Business memos can be written for a variety of reasons. Informational memos are usually geared to the entire company or those areas the information affects. Announcement memos may include a change in personnel or policy, and perhaps a meeting time when everyone involved should attend for more information.

Instructions:

Writing a Memo

1. Write the heading. The heading should tell what the memo is about. It is a very short summary of the contents of the memo. The heading should be placed a few lines down from the date.
2. Construct the body of the memo. Write in short, information-packed paragraphs. Put all the information in the body of the memo.
3. Conclude the memo. The conclusion should summarize the information included in the memo or add contact information, should someone wish to discuss the memo or confirm receipt of the correspondence.
4. Check the memo before sending it out. Be sure it says exactly what you mean for it to convey to the recipients. Check for spelling and grammar errors. A business memo should be a well-planned and written document, reflecting on the professionalism of the writer or sender.
5. Use the following format order for your memo, or follow the company's policy or official form to write the memo.

·         Company Logo

·         Department or Executive's Name

·         Date

·         Heading

·         Body

·         Conclusion or Contact Info

Tips & Warnings

ü  Write for the memo recipients, using language and terms they understand.

ü  Be concise.

ü  Write in a positive tone.

ü  Have your information, dates, names and facts correct.

ü  Be professional, even when angry, emotional, or excited.

ü  Never berate a co-worker, employee, boss, customer, or the company.

ü  Never divulge information that should be spoken about either in a private or company meeting.

ü  Keep a copy for your records.