Friday, September 30, 2022
HomeLanguage LearningThe right way to Write a Memo in 8 Steps, with Examples

The right way to Write a Memo in 8 Steps, with Examples


Whether or not you’ve had an inner coverage change it’s good to share otherwise you’re spearheading a undertaking that traders must find out about, a memo is one of the simplest ways to speak beneficial data inside your group. Memos are a great way to disseminate such data to your colleagues, tenants, volunteers, or different inner group members. 

When must you ship a memo? How do you write a memo? We’ll reply these questions and provide you with a step-by-step information for making a memo plus share a lot of examples of memos. 

What’s a memo? 

A memo, brief for memorandum, is a method to inform a gaggle of individuals a couple of particular downside, answer, or occasion. A memo ought to be transient, simple, and simple to learn. It informs recipients and gives an motion plan with particular subsequent steps. 

It’s possible you’ll ship a memo as a paper letter, fax, or PDF hooked up to an e mail. Though the widespread use of e mail primarily changed memos in lots of circumstances, memos are nonetheless useful for some essential messages. 

What’s the objective of a memo?

Memos are designed for official inner communications of a enterprise or group. They’re usually despatched to a whole group however are additionally helpful for informing a single division, staff, or smaller group of individuals. Memos disperse crucial data utilizing a easy, easy-to-follow format. 

When to put in writing a memo

It’s best to write a memorandum when it’s good to relay official enterprise gadgets effectively. The goal of your memo ought to be to tell, convey consideration to an issue, or reply a query. The next functions are appropriate for a memo: 

  • broadcast inner adjustments
  • disseminate information
  • share an upcoming occasion
  • replace public security pointers
  • elevate consciousness about a problem
  • tackle an issue
  • make a request
  • share undertaking updates

The right way to format a memo

In case you are sending a memo by way of e mail, it ought to be formatted as a PDF. This retains the fashion you’ve utilized to the doc. Historically memos use twelve-point font for the physique and fourteen- to sixteen-point font for the headings. Maintain the font and design easy. 

A memo ought to embody the next.

  • Heading
  • Opening assertion
  • Context
  • Name to motion and job assertion
  • Dialogue
  • Closing

You even have the choice to incorporate attachments to assist the message you might be conveying in your memo. In case your memo is a couple of web page, you must have a abstract to wrap up your factors. 

Write a memo in 8 steps

Memos ought to at all times be skilled and well mannered—whatever the subject you’re introducing. Keep centered on the information and actionable plans. You shouldn’t use emoji in enterprise memos. Maintain it transient, direct, and clear and embody solely crucial data.  

1
Heading

The heading lists who’s receiving the memo, who’s sending the memo, the date the memo was written, and the topic of the memo. You possibly can view learn how to format this part under. 

To: [Recipients’ full names and job titles or department]

From: [Your full name and job title]

Date: [Today’s date]

Topic: [What the memo is about]

Because you addressed the recipients within the heading, there’s no want to incorporate a greeting. 

2
Opening assertion 

This part will be between one and three sentences. The opening assertion is the place you briefly state the aim of your memo. Embrace solely a abstract of essentially the most essential data on this part. Later you’ll have the ability to get into the main points. 

Attempt beginning with, “I’m writing to tell you . . .”

3
Context

In three to 10 sentences, present context. Context is the place you let folks know what you’re writing about, why you’re writing them, and another essential data. 

This part might embody the next: 

  • supporting proof
  • why your group made the choice you’re discussing within the memo
  • background data
  • an issue assertion
  • the way you discovered the issue 
  • essential timing or dates
  • different key factors

4
 
Name to motion and job assertion

This part will be both two to a few sentences or a bullet-pointed record. That is the place you lay out the following steps on your recipients. Write about what the recipient ought to do after they learn the memo or how you intend to resolve the issue you’ve described. 

Attempt writing, “Please [task you’d like completed] by [due date]” or “I recognize your cooperation on this matter.”

5
Dialogue

The goal of this portion is to influence the recipients to comply with your really useful actions. Lay out all the particulars that assist your concepts, starting with essentially the most essential data. Give particular supporting information, concepts, and analysis that again up your memo, organizing the data from strongest to weakest. 

6
Closing

The closing part is a chance to finish your memo on a courteous notice. We suggest you share what you need your recipients to take motion on yet one more time right here, as properly. Typically, memos don’t embody a farewell. However if you wish to have one, make sure that to maintain it transient. 

7
Elective additions

You possibly can embody a abstract or attachments together with your memo if it’s good to. It’s best to embody a abstract in case your memo is a couple of web page. Summaries assist recipients extra simply digest the data you’ve shared. 

You possibly can place the abstract proper earlier than your closing assertion. A abstract might record key suggestions, a summation of essential data, references, strategies, or assets you used. If the data in your memo wants additional clarification, you possibly can place it inside this part. Summaries is usually a few sentences lengthy or a bullet-pointed record of key data. 

Your supplemental data ought to embody any documentation you wish to share, reminiscent of graphs, lists, tables, or pictures. If you happen to select to incorporate attachments, embody a notice about what you’ve hooked up under your closing. 

If you happen to’re sending your memo by way of e mail, these extra attachments will be added to your e mail. If you happen to ship your memo as a letter or fax, embody these after the final web page of your memo doc. 

Confer with your attachments as such: “Connected: [name of attachment], [date created].”

8
Revise

Now that you just’ve written your memo, it’s time to revise! Comply with the steps under to make sure your memo is as clear and concise as doable. Bear in mind: the shorter, the higher. 

  • Lower out any pointless materials.
  • Make clear your details.
  • Proofread for spelling, grammar, and punctuation errors.
  • Verify your information and assets.
  • Get suggestions from a colleague earlier than sending.

How is a memo totally different from . . . 

A memo is a concise however casual communication inside a company to disseminate an official message. However how does this differ from an e mail, a letter, a round, or minutes? Let’s make clear the definitions of those commonplace enterprise paperwork. 

How is a memo totally different from an e mail?

Memos are sometimes extra formal in tone and language than emails, that are only once they’re brief and to the purpose. Sooner or later, the corporate might use your memo as an official doc that will likely be printed, disseminated as laborious copies, or distributed professionally to a big group of individuals in a readable format. 

How is a memo totally different from a letter?

Sometimes, letters are addressed to people outdoors of the group. They’re meant for longer exterior messages speaking a particular subject. These could also be casual or formal in tone. 

How is a memo totally different from a press launch?

Memos are normally used for inner communications, whereas press releases are supposed for exterior communications. A press launch is known to sometimes be an extended, extra detailed doc than a memo. 

How is a memo totally different from a round?

Circulars are for mass distribution. However, memos are for a choose group of individuals. Circulars sometimes have a number of matters and calls to motion. Memos ought to tackle just one topic, briefly.

How is a memo totally different from minutes?

Assembly minutes are official paperwork containing the notes from a gathering. Whereas a memo might consult with minutes in its supplemental attachments, you shouldn’t use a memo as a format for assembly minutes or vice versa. 

Examples of memos

It may be difficult to get began writing and not using a memo instance. Listed below are two examples of essentially the most generally used memo codecs. 

Instance 1: Inner adjustments

When a company makes coverage, procedural, or high-level staffing adjustments, an inner change memo ought to be written. The HR division might ship this e mail, or it’d come from the management staff or one other division. 

To: All Staff

From: Kelly Supply, Human Sources Supervisor

Date: July 20, 2022

Topic: Adjustments to Paid Time Off System

I’m writing to tell you concerning the current adjustments to our PTO system. We’re switching platforms to PalmLeaf HR. This technique will go into impact on October 1, 2022. 

In switching to PalmLeaf HR, our firm is making an attempt to make submitting your PTO requests easier. You will discover tutorials for navigating this easy-to-use platform hooked up to this memo. 

You’ll obtain an onboarding e mail from PalmLeaf HR instantly this week. Please remember to arrange your account no later than September 30, 2022. 

If you happen to’re having bother establishing your account, please e mail us with any questions at HR@instance.com. 

Thanks on your cooperation throughout this transition. We’re hopeful that it will make managing your PTO simpler.

Connected: PalmLeafHR Information, January 2022

Instance 2: Normal enterprise memo

A basic enterprise memo format could also be used for nearly any enterprise merchandise. Whether or not it’s  a undertaking in progress or an inner evaluation, this versatile format will match. 

To: Ava Colon, Phil Comma, and Dave Interval

From: Peter Workplace, Senior Knowledge Analyst

Date: Could 20, 2022

Topic: Income Evaluation

I’m writing to handle the income evaluation report your staff requested. This evaluation covers income streams from 2010 to the primary quarter of 2022. 

This report was requested by the gross sales staff in January 2022 when Dave Interval stepped into the Chief Gross sales Coordinator place. The evaluation was compiled utilizing Tableau, and the reviews are hooked up. 

At the moment, I’m asking you to evaluation the info and let me know if there’s anything you’d like me to investigate extra deeply. One of the best ways so that you can view the dashboard is thru the invite from Tableau in your e mail inbox. 

Listed below are the details from my evaluation: 

  • Our primary stream of income is our flagship product, Hawaiian-style shirts. 
  • The second high income stream is the working hats.
  • Our income is generated gross sales pushed primarily by e mail advertising efforts. 
  • There have been some intervals throughout which the info weren’t accessible and are due to this fact not included on this evaluation. 

Thanks for taking the time to evaluation this evaluation. Please be at liberty to ship any questions or issues you must me at poffice@instance.com. If you happen to’re having technical difficulties accessing the dashboard, please contact our IT division at IT@instance.com for help.

Connected: 

  • Tableau Information, 2022
  • 2010–2021 Income Evaluation Report, Could 2022

Memo FAQs

What’s a memo?

A memo, brief for memorandum, is a short inner communication that informs a gaggle a couple of particular downside, answer, or occasion. Memos could also be despatched as a paper letter or fax or hooked up to an e mail as a PDF. 

What’s the objective of a memo?

A memo is supposed to tell a gaggle of individuals a couple of complicated subject, a coverage change, or different transient official enterprise inside a company. 

What’s the primary construction of a memo?

A memo ought to embody the next.

  • Heading
  • Opening assertion
  • Context
  • Name to motion
  • Dialogue
  • Closing
RELATED ARTICLES

LEAVE A REPLY

Please enter your comment!
Please enter your name here

Most Popular

Recent Comments