Memo Writing Examples (PDF)

Memos are written to allow certain people to direct their attention towards the bulletin as it is a matter of paramount importance. These memos often consist of announcements or advisories that either come from the top office (or sometimes just the human resource manager) of the company or even the principal or high school coordinator of a certain school. Short for memorandum, memos are literally translated as notes to assist the memory.

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Memos are often short letters that are generally used for internal communication between executives and subordinates or between the officers of the same level of an organization. You may also see student memo writing for additional information.

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Importance or Functions of Memorandum

Memos are considered the most important tools used for internal communication, especially when it is trying to communicate to all personnel concerned within the organization using the most efficient and time-saving method as possible. It contains information on routine activities of an organization and is used for different purposes. The functions of memorandum is discussed below from different perspectives. You may also see what do you mean by writing skills?

1. Presenting Informal Report

Since memos are designed to be short and simple, there are times wherein an informal report would have to be presented in case all concerned personnel’s attention are needed.

2. Providing Suggestions and Instruction:

There are days that some employees will be absent and that the HR or supervisor could not call everyone to a staff meeting. Memos are there to provide instructions and suggestions from the top office to their managers or supervisors that gives them insight on what they could do to make their work more systematic. You may also like essay writing examples & samples.

3. Providing Response

Should there be any general concerns or issues that are raised, another function of memos would be to provide a certain response to that said issue or query.

4. Seeking Explanation

Misunderstandings happen all the time. It’s only natural. Person A and Person B may have similar misunderstandings. That’s why memos are there to help address those specific queries. Remember that the responses made are meant to be short and simple. No matter how long the query is, there should always be a brief and detailed response to cover all the aspects of that query. You may also check out writing examples in pdf.

5. Making Request

Although this does not happen a lot, but sometimes memos are used to make requests. Supervisors make requests to their subordinates to a certain task.

6. Conveying Information

This is perhaps the main and most important function of a memo- to convey information. This information be refer to anything in particular really- from holidays changes to rice subsidiaries to to new management to newly implemented simple policies.

7. Solving Problems

As mentioned before, disputes or problems can actually happen. If ever it does, it is best to address the said issue collectively and not just towards one person so that the others may be aware of what actually transpired and what they can do to avoid it the next time. You might be interested in script writing examples & samples.

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Writing the Memo’s Heading

Fortunately, memo writing is not as hard as it looks. Sure you would still have to sound formal and polite, but other than that everything else is as easy as pi. It is divided into 4 sections, but let us start off with the first one which is writing the heading of the memo.

1. Type “MEMORANDUM” at the top of the page.

What would a memorandum be without the word Memorandum in the first place, right? And since this is a memo, it is required of you to capitalize the all the letters and make it bold so that everyone will automatically direct their attention to the said post from the supervisor or management. You may also see formal writing examples & samples.

2. Address the recipient appropriately.

Never forget that while memos are considered to be short letters, it is still a form of business communication. So make sure to properly add a recipient as to who you are directing that post to as to avoid confusion.

  • If you are sending a memo to the entire staff, you might write: “TO: All Employees or Staff Members.”

3. Add additional recipients in the CC line. 

For those who do not understand business communication terminologies, the word “CC” stands for courtesy copy. It means that the email or certain memo may not directly addressed to Person B, but it is also certain information that Person B needs to know to be aware on what to do next. You may also like tips for writing an effective essay.

4. Write your name in the “From” line.

Of course it would be rude not to know as to where the memo came from. As you wrap up with the memo heading, do not forget the “from” section of the memo. For instance, From: Barry Allen, CEO of Star Labs.

5. Include the date.

Another important factor for the memo to have would be the date. Time is not necessary for this, but it would have to be the complete date. 17 January 2019 or January 1, 2017. Whichever one you prefer.

6. Choose a specific phrase for the subject line.

It is important the for the memo to have a subject line so that they may be provided with an overview of what will be talked about in the memo. It does not have to be too complex or too detailed since that will be discussed in the body of the memo. It can be as simple as SUBJECT: Sexual Harassment or SUBJECT: Open Music during Office Hours. you may also check out what is writing used for?

7. Format the heading properly.

The heading should be at the top of the page, aligned to the left-hand side of the page. Capitalize the words “TO:”, “FROM:”, “DATE:”, and “SUBJECT:”.

  • A sample heading would look like:
    TO: Dr. Harrison Wells, Renowned Scientist from Earth 2
    FROM: Professor Eobard Thawne a.k.a. 21st Cenutry Reverse Flash
    DATE: October 21, 2013
    SUBJECT: Creation of the Particle Accelerator
  • You may choose to add a line below the heading that goes all the way across the page. This will separate the heading from the body of the memo. You might be interested in informative writing examples & samples.

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Writing the Body of the Memo

1. Consider who the audience should be

Just like a speech, you have to consider who your audience is as well. And once you do, you will be able to properly concoct the perfect memo that will be perfectly comprehensible towards your audience. With that in mind, it is important to keep these factors in mind when you draft your memo:

  • What are your audience’s priorities and concerns? Are there any issues that need to be clarified?
  • Be prepared for anything, especially when the readers of the memo will be asking questions that might relate to the memo. Even when you draft the memo, make sure that you got evidence stored up that can be used as substantial findings to your memo. You may also see abstract writing examples & samples.
  • Considering the audience also allows you to be sensitive to including any information or sentiments that are inappropriate for your readers.

2. Skip a formal salutation

Formalities are pointless in a memo since they are meant to be brief and straight to- the-point. But do not forget to show politeness such as greeting with a “good morning” or “good day” in your memo as to show common courtesy to your subordinates or employees. You may also like application writing examples & samples.

3. Introduce the problem or issue in the first paragraph

Now that all is said and done with, it is time to proceed with the reason why you are writing you are drafting the memo in the first place- giving away the issue or problem at hand. And since this is just purely the introduction, it does not need to lengthy and if possible, limit it to a paragraph at most.

  • For instance, you may simply write it like this: “As of July 1, 2015, Kayashino Corporation will be implementing new policies regarding health coverage. All employees will receive health coverage and will make a minimum of $30 per hour.” You may also check out 5-step basic guide on essay writing.

4. Give context for the issue at hand

After writing the introduction of the query at hand, it is important to give it some context so that they might be able to understand the depth of the situation and how it tends to affect every single one. If the memo is about implementing a new policy, try to properly explain how it became this way and what were the reasons behind this implementation.

  • In relation to the aforementioned example, you may write: “The county government voted to require all employees in the county to receive a $30/hour minimum wage.” You might be interested in summary writing examples and samples.

5. Support your course of action in the discussion segment

After you have made your statement with regards to the said issue at hand, now it is high time to elaborate on what action you are going to take in order to help put the issue to bed. For instance, you may such an action down like this: “Starting immediately, no one is permitted to browse any social media sites during work hours, otherwise they shall be reprimanded and eventually suspended if the need arises. You may also see report writing examples.

  • If you think you need to add graphs, lists, and the sort just t make your content more relevant and substantial by all means, go ahead. So as long as it is comprehensible and persuasive enough (for longer memos).
  • For longer memos, consider writing short headings that clarify the content of each category. For example, instead of stating “Policies,” write “New policies regarding part-time employees.” Be specific and brief in every heading so that the basic point of your memo is apparent to the reader right away. You may also like article writing examples & samples.

6. Suggest the actions that the reader should take

There is a passage that goes like this: Faith without works is dead. If there is no action taken once the audience has read your memo, then it is utterly pointless to have even posted something like that in the first place. The memo has to indicate what needs to be done so that similar issues will not be brought up before management again. It can be phrased like this: “The management advises all employees the mandatory fine of $15 seminar fee so that no late fees will be charged towards the employee. You may also check out minutes writing examples & samples.

7. Close the memo with a positive and warm summary

If you have started the memo with a light and friendly tone, you might as well end it that way. Here are some of the suggested closing ending remarks that you may want to list down in the memo:

  • For example, “I will be glad to discuss these recommendations with you later on and follow through on any decisions you make.”
  • Or you may also put it this way: “We are excited about the expansion of this product line. We’re confident that this will grow our business and make this company a more sustainable business.” You might be interested in reflective writing examples & samples.

Finalizing the Memo

1. Format your memo properly

Let’s be honest here, no one writes their memos by hand anymore. In fact, they all do it on a computer. That’s not being lazy, that is just being efficient and making use of technology we have at present. Before you even begin typing, make sure that everything is properly formatted: from the kind of font that you are going to use to the making sure everything is in center position. You may also see writing examples in doc.

2. Proofread your memo

If you are done reviewing once, review it again. If you are done reviewing it twice, review it again. The only time you stop reviewing is when you make sure everything is written perfectly. Only then can you say that you have written a good memo. Double check all the aspects that consist your memo: grammar, structure, tenses used, etc… After all, no one wants to read an grammatically incorrect letter, right? You may also like how do you write a speech?

3. Hand-write your initials by your name

It is not actually that necessary to make your signature handwritten. If you happen to have a digital copy of it, then make use of it.

4. Use memo letterhead

It would not be a formal memo without a letterhead. No matter how large or small, all companies have their own digital letterheads.

5. Choose your method of delivery

You can either print a physical copy of your memo and place it on a bulletin board or you also have the option of sending it via email to save paper. Either way would actually be fine.

Writing memos does not have to have to be too complex. All you need is to learn how to be direct and straight to-the-point what you would like to bring up. For more details on how to write a memo, you may also refer to writing holiday memos to gain more insight.

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