[The Business Memo]
Business memorandum or memoranda —
also called memo or memos — are specially formatted written communications for
internal communication in business and academia. Memos have many purposes,
including informing employees, giving directions, outlining procedures,
requesting data, supplying responses, and confirming decisions. Memos typically
make announcements, discuss procedures, report on company activities, and
disseminate employee information. If you have something confidential to
communicate, don’t do it in a memo.
But essentially there are three basic
reasons to write a memo:
a. To persuade to
action (we should do this)
b. To issue a
directive (do this)
c. To provide a
report (here’s what was done, or here’s what we found out)
Every good memo includes:
i. A clear statement
of purpose, stated upfront: I am writing because . . .
ii. Information about
what the reader needs to know: The facts are . . .
iii. Statement of any
action requested, ordered, or undertaken: I will, or I propose that you . . .
General
points to remember
- Audience: Write for your audience and give them what they need: What is their education, background, company status? What do they need to know to understand and act upon your memo?
- Informative subject line: Be upfront as to what the memo is about.
- Length: A memo is usually no more than one page long.
- Coherent: Keep the memo structure simple and logical. The memo should focus on communicating about one problem or issue, and each paragraph in the memo should focus on one idea.
- Concise: Check for needless words. Keep the memo to one page or less, and use attachments or separate summaries for additional information.
- Common language: Use accessible language, favoring clear, direct, simple words over the showy and fancy. Be specific, not general; concrete, not abstract.
- Factual Tone: Use a neutral or positive tone where applicable; avoid emotionally-charged words. Strive for a professional, ‘business-like’ voice.
-
Formatting: Follow standard guidelines
for hard-copy memos;a. Use an easy-to-read 12-point font.
b. Margins should be 1 inch all around (some memos use 1.25 inch margins), left justified.
c. Leave a 1.5 inch margin at the top (unless using letterhead), and type the word MEMORANDUM, bolded and centered on the first line. Double-space to begin the memo.
d. Paragraphs are block-style (first line not indented) and single spaced.
e. Don't use an opening salutation or a complementary close.
f. Don't sign a memo at the bottom. Add your initials beside your name in the heading. This indicates that you have read and approved the memo.
The tone of memos usually is informal
and friendly. Although you don’t need to be curt, officious, or patronizing, a
certain succinctness is acceptable. Structure the memo so that the most
important information comes in the first paragraph and that subsequent
paragraphs spell out what's discussed in the first paragraph. All memos are structured similarly.
They have the following elements:
An addressee
The sender
Date
Subject
This figure shows an example of a
properly structured memo.
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