The word memo stands for memorandum. A memo is used to inform the team about innovations in a project or a specific group in a company. It’s based on a memory. In your company, you probably need to keep your employees informed on a regular basis. Writing a memo is one of the most widely used and fastest forms of business communication. So you need to know how to write a memo. Let’s learn how to write a memo together.
What should I look for when writing a memo?
- Since memos are widely used in business communications, write them very clearly.
- The information that you include in the content of the memo should be understandable to everyone.
- Since the content is business related, you should share memos with others as soon as possible.
- You should check the grammatical rules in the memo you wrote.
- Choose fonts that are easy to read as you type the memo. Times New Roman, for example.
- The subject of the memo should be how to get people to act.
- When writing your article, make sure to keep the text short. That way, you won’t waste time and people will do the work you ask them to do faster.
- If your note is longer than a page, split your note with headings to make it clearer.
What is the format of a memo?
Anyone can write a memo, but it needs more than just content. You need to present it as best you can. This is where the right format comes into play.
Your title must include the word memorandum so that people who read your memo will know what it is. You can write this in bigger and bold letters to get people’s attention.
Since a memo is a formal form of business communication, address the recipient appropriately. Use the full name and title of the person you sent the note to.
Add additional recipients to your note. The people you add to the Cc are not the people you shared your memo with directly, just the people you want to share about this topic.
You must write your full name and title on this line.
You need to include the exact date on this line. For example; 06/05/2020
The subject line informs the reader of the memo what the memo is about. You should be specific and clear when writing a topic.
When creating your title, be sure to leave two lines of space between sections and align the text.
Remember who your target audience is. With this in mind, you can adjust the length and formality of the note so that users can read and reply to the memo as they write the memo.
Try to anticipate what your target audience might be curious about after reading the memo and respond to it in your memo. Provide examples and information that support the content of your memo. You can skip the official greeting of your memo. Instead, log into the topic.
In the first paragraph you need to state the purpose of your grade. Let your target audience know about the problem. Make sure you understand what to do about it. The first paragraph is a summary of the entire text. You should write it down briefly and provide only the necessary information. You can start the sentence with “I am writing to get you started”.
Summarize what people are doing in the discussion segment. Logically explain what you think you should do to correct the problem. Let your audience know the benefits they will get by solving the problem this way. If you think your grade is too long, you can add graphs, lists, and charts to your notes.
In the final paragraph, suggest what your target audience should do. For example: “All employees should know …”
End the memo with a summary that motivates your employees. In the last paragraph of the memo, the content problem should be briefly discussed again. The final part usually consists of a sentence or two.
When you finalize your note, you need to make sure that you are formatting it correctly. Also, your note should be easy to read, with an inch of space on the left, right, and bottom edges.
Do one final check to make sure your note is crisp, clear, and error-free. Check for grammatical and content errors. It is also very important that names, dates, and numbers are correct.
When writing your memo, you can use a template instead of writing a note from scratch. These templates are available in Microsoft Word. Among these different templates, you can choose the one that best suits you.
Tips for business notes
Here are some tips on how to write better business notes. If you follow these directions and practice a few times, you will become an expert in business note writing.
Customize your memo to suit your target audience
Always consider the target audience and their needs. Write your memo in a way that your audience can understand, as the general purpose of memos is to be clear.
Express the topic clearly
They should be very meaningful when giving the subject of your memo. For example, if a vacation is mentioned, don’t just write about it and state what vacation it is.
Never add your personal biases when writing a memo. Avoid subjectivity as much as possible. Only give facts and objective information.
To all employees
By: Jonathon Smith
Subject: Carol’s wedding
I’m writing to let you know about Carol Anderson’s wedding on 12/12/2020. She would love to see you all there.
We will be informed of the wedding location within a week and I will deliver it to you upon notification.
I expect everyone available that day to attend.
FAQ on writing a memo
The content of the memo should include purpose, summary, discussion, and conclusion.
Heading segment> Opening segment> Context> Task segment> Summary segment> Discussion segment> Closing segment.
Since memos are used in business relationships, you should write in a formal language.
Memos do not have a signature line. If you instead write your initials next to your name, it means you agree to this memo.
In the final segment, you need to clearly state the work you want the reader to do.
Conclusion on writing a memo
In this article, we explained how to write a memo and what to look out for. We assume you may also be able to write a better LinkedIn summary to help cement your network connections.