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How To Write A Memo
By Jason Taingahue
First we need to look at the delivery of the memo when we learn how to write it. In today's technological world it is most likely that we will be sending the memo electronically. So we also have to learn how to do this, otherwise out memo could be stagnent and not going anywhere. Some businesses have their computers set up so that it immediately beeps you once an important office memo has been sent to you computer. The computer also holds templates of memos, which makes writing a memo easier, so if you don't have time to design one yourself, use one of the templates.
Let's discuss what a memo is and how you chould write one. A memo is like a short email that you write listing only the facts of what needs to be said. You could say it is an electronic note sent to a lot of people in the same organization. A memo generally has one subject that many people need to know about. It could be asking for confirmation on the time of a meeting, it could be asking for suggestions from staff about something, it could be reminding staff of an upcoming event, it could even be reminding staff that the boss is coming in today and everyone needs to be on their best behavior. It can be fore warning of an event or a short note to remind staff of any changes within the organization.
You have to know how to set out a memo to begin wtih, before you even begin to write it.
The first thing you want to write is the date at the top of the memo and then address the memo. Put the names and/or office addresses of all the people you want the memo sent to. It is a good idea to have a list of everyone that the memo needs to go to so that you don't forget anyone. You then want to write down the names and/or office addresses of all the people that need a copy of the memo that you have written. This is probably your boss that needs a copy so that he or she can see who you have sent the memo to, and that the correct information was included. The next line down is the subject line. This line should include the heading of the memo and contain, in as few words as possible, what the memo is about. You should write the heading bold or in a slightly larger font then the rest of the document that you write so that it stands out.
You also have to know how to include the required information for those you are sending the memo that you write to.
The body of the memo includes the information that you are trying to relay to your colleagues. Know how to do this well and be accurate at all times. It is common practice to only write the vital information in the memo, or the basics of what you are trying to say. If the memo is about a meeting, it should include the time, place and meeting subject, if the memo is about the office Xmas party it should include, the time, place and any additional information deemed necessary. A memo could also be a reminder of something. The body of the memo should be short, simple, concise and straight to the point. Remember only write the vital information, you want the memo to be as short as possible so that its addressee can skim through, and retain, the information contained. If necessary, use the memo to direct the readers attention to a notice board or mention that an email explaining, in more detail, the subject of the memo. All these things need to be taken into consideration when writing a memo.
Now that i have given you some facts on how to write a memo, give it a go. If you need more informatiion or help on how to write a memo, perhaps you could ask a colleague to give you some advice on a lunch break.
See Also:
For further ideas on how to write a memo, see:
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