Do you know what is a memo, also called a memorandum? It is an official mean of business communication that is used for sending short and meaningful messages within the company or companies. In comparison with a letter, a memorandum is more concise, clear, and direct, though less formal. Nowadays, memos are widely substituted by e-mails and other means of correspondence. Nevertheless, they are still used in a business setting. Therefore, the students pursuing their degrees in Business should know how to write a memo. After all, memo writing skills are necessary for mastering the essentials of business communication.
Memo Writing Format: Common Tips
Before you start writing a memo, you need to define its type – persuasive or informative. Your choice will depend on the purpose of your memorandum. An informative memo aims to familiarize the audience with a specific piece of information whereas the persuasive one focuses on persuading the audience to take some action.
As for the content of a memo, it should be concise and straightforward because in a business world no one has the time to read long and meaningless messages.
The common length of the memorandum should be approximately 1-1.5 pages.
The memo should include the author's name, the recipients, and the subject.
When writing your subject, you need to be maximally clear informing the readers what is your memo is about. The information that will be presented in the main body of your memo should be also very detailed and coherent. Basically, in this part, you need to contextualize your message providing as many important details as possible. Try to predict all the questions that may appear in the heads of your recipients and answer them. Basically, your memo will include the purpose, the important details, and a plan of actions. Noteworthy, all these parts are provided separately.
The purpose of a memo is the reason why you write this document. Written in only one-two sentences, it should clearly define your goals. The important details part includes the background information that should help the reader understand the importance of your document. Finally, the action statement is a part where the author informs the reader what is required from them.
Also, a memo may include a supplement line that will indicate who has completed it and an enclosure line indicating how many pages are there in a memo.
Please, note that you may find some memo writing samples on the web and check how this document should look like.
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• Format. According to the common formatting rules, a memo should have one-two pages double-spaced with the left text indentation. In its nature, a memo consists of two parts, a heading, and the main body.
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