In order to achieve harmony and unity within a company or organization, there should be a uniformed method on how to share information. A memo or memorandum is a document used to to communicate policies, procedures, or related official business. It has been defined as a written reminder, and in the same sense, it is used to remind and inform those concerned about decisions that directly or indirectly affect them.
It is a form of official document that helps those in charge to impose certain rules and policies within the company or organization. It also sets finality in certain decisions which helps in making sure there is compliance to those concerned. Therefore, it is a vital factor in making sure that goals and objectives are achieved efficiently.
Since a memo is commonly used to convey official rules, policies, procedures, decisions, and so on within the company or organization, it needs to be written in a professional manner. It needs to contain all the essential elements so that it can include all the necessary information. Here is a list of the elements that a memo should include:
1. Heading: The heading of the memo provides pertinent information about who sent the memo, who its for, when it was written, what it’s about, and so on. It is necessary to provide this element because it provides background about the memo and immediately tells the reader about the necessary information. Although there can be various formats for the heading, most memos follow this format:
2. Opening: When writing the opening of the memo it is important to include its context/problem, purpose, and the specific action. However, there should still be a brief introduction before diving deep into the other parts. The context should provide a complete overview about the event, circumstance, or background of the problem. For the purpose, write the reason why you have written and sent out the memo, and the task should describe what actions have been taken and what you would like those concerned to do.
3. Summary: The summary provides a recap of what you have already discussed in the previous parts of the memo. This is extremely important when you want to make sure your reader understands the gist of what has been discussed, especially when several important issues or events have been discussed or your analysis is somewhat complex.
4. Discussion paragraph/s: In order to provide further details and proof of your claims in the previous parts, the facts statistics, hypotheses, etc. should be provided in the discussion paragraph/s. It is best to start with the more important information first down to the least, and if necessary, use a numbered or bullet list for this.
5. Closing: When closing a memo it is important to remain courteous and professional. You should also indicate how actions should be carried out and specify how those actions can be of benefit for everyone.
6. Attachments: In order to help the readers better understand the event, issue, policy, and so on discussed in the memo, it is better to provide necessary attachments such as supporting documents. List the attachments at the end of the memo.
Business memos or any memo in general conveys important information; thus, it is important that it is written well. To help make sure you write an effective memo, here is an easy guide you can follow:
1. When the word Memorandum appears on the topmost part of a document, it is automatically understood as a formal and final word or instruction about a certain subject. Thus, it is important to write a title indicating that the document is in fact a memo or memorandum.
2. Then proceed to writing the necessary information for the heading. Make sure you provide accurate information for the following sections: To, Cc, From, Date, and Subject. The credibility of the memo relies on the accuracy of the information you provide for said sections.
3. Since a memo is used to share information to a group of people (i.e. employees, students, etc.), it is important that you provide enough context and information about the subject being discussed. You need to clearly describe what is the event, situation, issue, etc. you are addressing so that readers can easily understand the gist of the memo. Make sure you provide accurate details and, if necessary, break down the subject into easily understandable sections.
4. Make sure that you clearly explain what you need to readers in order to help achieve the goal/objective or issue addressed in the memo. And if the subject is complex and the discussion has become detailed, it is best to provide a summary after the explanations. Formal memos ensure that analyses and other detailed explanations are provided, but this also means that there should be a recap to ensure the subject is understood perfectly.
5. After you have provided the necessary information, presented the facts, and provided supporting details, make sure you close the memo with a courteous closing. In the closing it is important to reiterate what actions are currently done to address the subject or issue and what you would like the readers to do on their part. You can also explain how you can make it easier for them to easier execute such actions and explain how following the orders will greatly benefit them. You can also check out office memo examples.
A memo needs to be written with precision so that crucial information can be shared effectively. Businesses and organizations usually use internal memos to inform within the company and organization about certain matters that affect a certain group or as a whole. To make sure you write a memo effectively, here are additional tips you can refer to:
A memo can encompass a wide variety of topics; it can be a flexible document that can be effective in conveying an important message. This means there are also quite a few types of memos that you can use. Listed below are some of the types of memos:
Here are answers to some frequently asked questions about memos:
The effectiveness of a memo depends on how it is made. Thus, it is important to know the basics of how to make it the right way. In order to stay on the right direction in the writing process, here is a list of the characteristics of a good and effective memo:
Most of the time a letter can be a short or lengthy document; however, a memo is usually short. But both are used to convey a message. In addition, a letter can be used for external communication while a memo is usually used for interoffice communication or is only used within a company or organization. Lastly, a memo can have a heading/title stating it is in fact a Memorandum, but a letter does not or should not have a title indicating it is a letter.