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
- 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.
- Construct the body of the memo. Write in short, information-packed paragraphs. Put all the information in the body of the memo.
- 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.
- 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.
- 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.
