Communication is a highly important factor in the success of a business. Hence, the transmission of information within an institution should be efficiently assessed. Helping you in that matter, a revolutionary document called “memorandum or memo” was developed to transform business interaction. If memos are unknown to you, this article would be your perfect guide towards learning. Read through to further discover the basics of memo writing.
Memos are used for a variety of purposes, and there’s no denying that it’s an effective tool for relaying significant company information. However, these are strictly formatted which could be intimidating at first. To provide you a visual overview of a business memo, here some samples and templates we have gathered for you.
A business memo is a form of written communication that records events, observations, and other essential details of a given topic. In writing the content of a professional memo, there is a certain format that is strictly followed. Business memos are considered in between email and letter in terms of etiquette since it is deemed more formal than business emails but less formal than business letters. Moreover, these should be made concisely and thoroughly despite its information’s importance due to its vital role in business communication.
To start your business memo—or for any internal memo for that matter—it’s best to have a heading. Your heading should address the recipients of your memo and the subject it tackles. Adding your name and job title as well as the current date may also be necessary.
Next, you would need to open your memo. The opening of your memo is not so much of a salutation rather, it states the purpose of your memo. The body would then be composed of the specific information that you want to relay to your recipients. You may also see executive memo examples & samples.
The final part would be closing. The closing of your memo may consist of a recommendation or a call to action. You can make this portion brief, as long as your request is made clear.
Communication is key in order to build a strong relationship between members of an organization. Memos are used to allow timely communication regarding specific business matters. They may be used for several different purposes, such as for holiday announcements, policy changes, updates on project status reports, and the like. Memos serve as a good tool for information dissemination. It’s also a good substitute for traditional business letters. Aside from that, they are simple to make and easy to distribute.
A memorandum is a formal document that follows strict formatting; hence, it is important for you to be educated with the essential things that you should include in writing one. Basically, a business memo is divided into two main parts: the header and the message. Read through this segment to learn what are these elements as well as their respective details.
The first thing that you can see at the top of the memorandum is what we call the “header.” This generally gives the readers the basic pieces of information pertaining to the memo. It contains the addressee, the sender, the date and the subject of the memorandum.
This subelement refers to the parties where you address the memorandum to. Due to that reason, the addressee is preceded by the preposition “TO:” which is in all caps. Moreover, the addressee should be flushed left and written near the top of the page.
The sender refers to who did the memo come from. Consequently, if you are the composer of a memo, you can write your name on that portion. The sender’s name is preceded by the capitalized preposition “FROM:” and is written immediately below the addressee. This is also aligned to the left and is sometimes written with the sender’s job title.
The date in the heading refers to the specific day when the memos are distributed. This is written in MM/DD/YYYY or the month-day-year format. The date is denoted with the capital word “DATE:”. Furthermore, this is also flushed left and written optionally between the sender and the subject.
Subject pertains to the overall topic or idea discussed in the memorandum or the purpose of why the memo is sent. This is flushed to the left as well and is written below the date or sender. This follows the capitalized word “SUBJECT:” or “RE:” which is fundamentally a shortened form for the word “regarding.”
Carbon copy refers to the person who is not addressed but should receive a copy of the memo. This subelement is optional and is commonly written below the subject. This is denoted with the capital double ‘c’, “CC:” and is also flushed left.
The second primary part of a memo is the message and serves as the soul of your memo. Basically, this segment carries all of the information that your reader needs to know and what should they do. Accordingly, the message of your memo is divided into:
This segment serves as the introduction of the overall message you want to announce. However, if you think that memo needs an inspirational quote or a poetic entrance then reconsider that we are not writing a novel or essay here. Rather, keep it as simple and as clear as possible. In your opening section, provide the reader with a brief outline of what your memo is all about. Here, you can include the purpose of the memo, the main problem and context, and the particular task. Usually, the preciseness of your introduction depends on the directness of your memo plan.
The context refers to the section where you expound on the background of the problem, event or circumstance you want to assess. In this section, briefly but completely explain more about the dilemma and why there is a need for solving it. You may utilize one paragraph here so better introduce it in your opening section first.
Now that you have discussed the specific problem you want to address, it is now the part where you state what are the measurements you have done to solve the mentioned dilemma and explain your whole intention in assessing it. Like the other parts, you also don’t need to express your thought about your actions creatively; however, making it more comprehensible and complete is what you should take into priority.
The summary section simply refers to the part where you briefly wrap up the important details of your memo. With this segment, you are able to help your reader to immediately distinguish the key points of your memo. Nevertheless, the application of this part is highly advisable only to long memos. Hence, short memos do not really need to have a summary section. Also, you may place the references you used in your research in this section.
In the discussion section, you state the supporting details regarding your central idea. In writing this portion, it is advisable to start with the most significant information such as the critical findings and recommendations. Compose this section deductively which means you need to start with the general information down to the specific supporting details. Moreover, see to it that you have adequate and strong pieces of evidence and data to write this part effectively.
After showing all of the necessary information, it is just appropriate to end your memo in a polite and courteous manner. In this part, you include the right call-to-action that your reader should respond pertaining to your memo. In addition, keep your call-to-action as simple and as easy-to-do as possible.
Of course, if there are needed attachments such as graphs, tables, lists, etc. in relation to your memo, do not forget to include them at the final part of your memo. With this, you are able to provide your readers with the precise and complete details about your memo. Furthermore, if you have any of these, don’t forget to emphasize and mention these attachments on your closing section.
A business email and a business employee memo serve the same purpose in the corporate world. They both allow efficient communication between employers and their employers. However, there’s a distinct feature that each one possesses.
You see, business memos may be sent through email but never vice versa. This is because business emails follow a specific format.
Although emails allow quick communication, it may not be suitable for some occasions. Emails are also considered to be less formal than a memo as they don’t come in the form of a physical document. Formal memos, on the other hand, are more detailed and lengthy in form.