In this case, your audience is your boss, your coworkers, or both. So, your style should be professional, straightforward, cordial, and easy to read. To achieve such a style, use short, active sentences.
Avoid jargon and pretentious language. Maintain a positive or neutral tone; avoid negative language if possible. Create a very specific subject line to give the reader an immediate idea of the memo's or message's subject and purpose. The subject line should orient the reader to the subject and purpose of the memo and provide a handy reference for filing and quick review. Suppose, for instance, that you were writing to request authorization and funding for a business trip.
You'd avoid a general subject line like "Publisher's Convention" or "Trip to AWP Conference" in favor of something more specific like "Request for funds: Provide a summary or overview of the main points, especially if the memo is more than one page. Often referred to as an executive summary, the first paragraph of a long memo or message serves these functions: Presents the main request, recommendation or conclusion Summarizes then previews the main facts, arguments and evidence Forecasts the structure and order of information presented in the remainder of the memo Like the subject line, the executive summary provides a quick overview of the purpose and content of the memo.
The reader uses it to guide both a quick first reading and subsequent rapid reviews. Use format features, such as headings, to signal structure and guide readers to the information they're seeking.
Headings provide an outline of the memo, enabling the reader to quickly see what the major topics or points are and where to find them in the memo. Make headings parallel with each other and as specific as possible. Other format features that signal structure and guide readers include short paragraphs and blocks of text, lists set off by indentations, numbers or bullets, or generous use of white space to guide the eye. So what are you waiting for?
The format has already been drawn for you; you can start filling in the blank details as soon as you download it. What more could you ask for really? You may also see Business Memo Samples. You may also see Confidential Memo Templates. This memo is usually intended for selective people that has something to do with the business industry and those who are working with it so better yet make it include in the layout the purpose of the Strategy Memo Template.
If you have any DMCA issues on this post, please contact us! Choose your recipient list carefully. Make sure that you include everyone who needs to be informed or updated. Limit the distribution of your memo to just those who need to know. It is poor business practice to send your memo office-wide if only a few are concerned or affected.
Use the appropriate names and titles for the people on your recipient list. Even if you're on a friendly first-name basis with your boss, it's best to keep your written correspondence more formal.
Keep this in mind when you're filling out the information for everyone on the recipient list: Research the proper titles of people you are writing to in an external memo. If you are sending a memo to someone outside of your office, it's also important to determine the proper form of address.
Take the time to research their profile; their information is probably outlined on their company's website. For example, do they have a PhD? If so, it's generally a good idea to refer to them as Dr. What is their title? For example, are they a vice president or a dean? If so, be sure to refer them as such in your memo. Compose the subject line carefully. You want to be sure that your subject line, while short, is clear and not too general. Consider skipping the salutation.
Keep in mind though, that these greetings are not expected in a business memo. This is meant to be a quick and efficient means of communicating important information, and it should be clear to your audience who is receiving the memo and who it is from.
Compose the first, introductory section of the memo. Clearly state your purpose for writing and sending the memo. The introduction should provide a brief overview of what the recipients can expect in the memo.
Keep the introductory section brief. Keep it on the shorter side—a few sentences or a short paragraph will suffice. Decide on the organization of the body of your memo. After the introduction, a business memo usually contains an additional two to four paragraphs before concluding. The content and organization will vary depending upon your topic. For example, you may choose to arrange the information in the body by order of importance, or if you are explaining a process, you will divide the body sections of your memo to correspond with the various stages of the process.
Decide if you want to include subheadings and titles. Your business memo should have clear sections. It's common for business memos to be divided into clear sections so that the recipients can read and digest the information with ease. You may further help them grasp the important points of your memo by labeling the subsections.
Write specific subheading titles. Make sure that the focus of each subsection is clear to your audience. For example, you might include all of the following subsections when writing about the office's impending move: Include topic sentences in each of the body paragraphs of your memo.
The first sentence of each subsection or paragraph should tell the audience what the main point of that section will be.
Consider using bullet points. You may find it helpful to use bullet points or create lists if you want to highlight important points. This can help your readers zero in on the key points and help them be able to read the memo more quickly and efficiently. Typically, a business memo should be no longer than one to two pages.
This standard page limit is for a single-spaced document with spaces between sections. Decide if you need a summary paragraph. Generally speaking, you won't need to summarize what you've just written in your memo, especially if you managed to keep it under a page. However, if the information you outlined was complicated, or if you sent a longer-than-normal memo, it may be helpful for you to briefly sum up the key points.
Include a closing section or paragraph. Even if you judge that it's not necessary to summarize the memo, you still need to end it on a concluding note. Think about the following: What is the take away from the memo? Do you need the recipients to do anything? Should they respond by a certain day? If so, clearly state it. Sign if you wish. It's generally not necessary to add your complete name or signature at the end of your memo. Keep in mind, though, that it's safest to follow the example of others in your field.
Smith , then follow suit. Even if you skip the signature, you may want to include your initials at the end of the document. Make a note about any attachments. If you included any attachments with your memo, such as tables, graphs, or reports, be sure to make a note of this at the end of your memo.
For example, if you are writing to let your employees know about an upcoming office move, you may write something like the following: See the attached Table 1 for a more detailed schedule. Review the memo carefully. Prior to sending the memo, be sure to carefully proofread. Verify that your sentences are grammatically correct, that there are no spelling or punctuation errors, and that the content makes sense. Consider holding off on sending it after your initial proofread if it is not time-sensitive.
If you review the memo again after an hour or two, you may find mistakes that you initially overlooked.
If the memo contains sensitive information, check your company policy to see who can review the memo for you and give you final approval on the content. Part 3 Quiz Why should you only send your memo to people who really need to read it?
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A business memo is a short document used to transmit information within an organization. Memos are characterized by being brief, direct, and easy to navigate. They are less formal than letters but should maintain a professional, succinct style.
Because memos either request or share important information, they need to be carefully and concisely written so that the message is clear and accurate. Business Memos A memo, short for the word memorandum, comes from the Latin word memorandus, which means, "to be remembered." It is a compact written message designed to .
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