Memo Writing and structure of Memo

A memorandum—usually known as a memo—is a document which is most commonly used for internal communication between coworkers or members of a department.

Summary

1. Label your memo.
2. Write the heading of your memo. Include the to, from, date, and subject.
3. Write the introduction. Keep it brief.
4. Consider adding subheadings and titles or bullets for multiple sections.
5. Include a closing section or paragraph.
6. Sign if you wish. 

1. Preparing to Write Your Business Memo

Decide if a memo needs to be sent. If you need to update several people on your team about an important business matter, then sending a memo is an excellent idea. You may even want to send one if you're communicating with just one person if, for example, you want or need to have a written record of your correspondence.

• However, in some cases, it may be more efficient to just talk directly to those you need  to.
• Also, some information may be too sensitive to send out in a memo.

2. Identify your purpose for writing. 

Depending upon your specific purpose, the content and organization of your memo may change. Most types of memos are written for the following reasons:

·         To propose an idea or solution. For example, if you think you know how the scheduling problems for overtime can be worked out, you may want to write up your ideas in a memo, and send it to your superior(s).

·         To issue an order. For example, sending a memo can be an efficient way to assign responsibilities for an upcoming conference that your department is hosting.

·         To provide a report. You may also want to send a memo in order to update your colleagues about an event that's recently occurred, give an update on a project, provide a progress report, or report the findings of an investigation.

3. Narrow your topic.

 You may be juggling a lot of projects and be tempted to send a memo updating your colleagues, superiors, or clients on everything you're currently working on. Keep in mind though, that business memos should be focused on just one issue.

·         They should be concise, clear, and easy to read quickly by busy individuals; thus, you don't want important information to be overlooked. Keeping the memo focused will help ensure that your message is received and understood.

4. Consider your audience. 

The content, style and tone of your business memo will all be affected by the intended audience, so think carefully about everyone who will receive your memo.^[2]

·         For example, you'll write a different type of memo if you're writing to your colleagues about planning a surprise party for the people in the office with summer birthdays, as compared to when you're writing your supervisor about the results of your months-long investigation.

5. Avoid language that is too casual. 

Generally speaking, your language should be straightforward and simple, yet professional.^[3] You should avoid taking too conversational of a tone in your memo.

·         For example, avoid writing things like “Hey guys! TGIF, am I right? Anyway, I wanted to tell you about an important business matter.”

·         Instead, get right to the point: “I'm writing to provide everyone with a progress report for Project Z”.

6. Use standard margins for your memo.

 1-inch margins are typical for business memos, though some word-processing programs may include pre-formatted memo templates with slightly wider margins (for example, 1.25 inches).

Sample Memo to Customers 1:

To: Customers of Chloe’s Cupcakes

From: Dan Lionel, Public Relations Liaison

Date: May 12, 2012

Subject: Publication of Nutrition Facts

Due to extensive customer feedback, we at Chloe’s Cupcakes would like to demonstrate our commitment to making healthy choices by publishing nutrition information for all of our baked goods. Although our stores would not be required by law to provide the nutrition facts of our products, we agree that customers should have access to as much information as they desire before making a purchase.

We are confident that that you, the customer, will feel better about choosing Chloe’s Cupcakes once you are aware of these facts. We are committed to use the best locally grown ingredients in our baked goods, and we freshly prepare all of our desserts each morning. Moreover, we have a line of vegan treats that substitute some of the highest-calorie ingredients in non-vegan goods with healthier options—while still delivering great flavor. For those customers who are looking to splurge, we have an exquisite selection of decadent treats too, including our famous crème brûlée macaroon sundae.

All of our nutrition information will be available online, along with a list of ingredients and possible substitutes for those with dietary restrictions. We will also provide pamphlets in stores with the same information, to be updated periodically. As it is cumbersome to obtain accurate nutritional analyses of handmade food products, we are unable to guarantee access to nutritional information for seasonal flavors and promotional items.

Best,

Dan Lionel

Sample Memo to Business 2:

To: Employees of Wally’s Widgets

From: Casey Smith, Manager of Greg’s Gadgets

Date: June 20, 2013

Subject: New location!

Dear Widgets Team,

Here at Greg’s Gadgets, we’re so excited to have you all on board and we embark on this new adventure. When Wally first approached us about a potential merger, Greg and I couldn’t wait to get on board! We’ve long admired the craftsmanship put into every one of Wally’s products, and we can’t wait to become one big Widget/Gadget family.

Since we’re going to outgrow our current locations, I wanted to give everyone over at Wally’s an update on our search for an office big enough to hold our team:

We’ve found a beautiful new location and have signed a lease!

Our new building is located at 1624 Addison Ave. in beautiful downtown Stannisburg, very close to shops and restaurants. The building is only one block from the train station and a half a mile away from a car-free bike path (great news for those two-wheeled commuters among us!). I’ve attached photos to this email so you can check out your new home away from home.

Debbie, our director of HR, will be emailing everyone with more information about how to get your ID badges and parking passes. Our first day of work will be July 1, and there will be an all-staff meeting at 9 am sharp. I’m excited to see everyone there!

Best,

Casey