Business Memo

Reasons for Sending a Business Memo

A memo can be used to share information with other staff members, such as making announcements or announcing changes in policies. It can also be used to direct workers to take some sort of action. These actions could take the form of attending a meeting or changing the way in which work projects are handled.

Composing a Business Memo

The Heading

The form of a business memo includes a heading which lists the names of the staff members who will be receiving it. Do use the individual's full name (no nicknames). You should also include your full name, and the date the memo was prepared.

The next part of the heading is the subject of the memo. Do try to make the subject as specific as possible. Instead of a general heading such as, "New Policy," choose "New Policy for Scheduling Vacations." This will make the memo easier to file and to retrieve if an employee needs to refer to it later.

The Body

After you compose the heading, the next step is to move on the body of the business memo. Consider exactly what piece of information you wish to convey. Is an existing policy changing? Are all members of a department asked to attend a meeting? Are you announcing a promotion or other change in personnel?

Set out the purpose of the memo in the first sentence or two. Expand on this information in the subsequent paragraphs of the memo. If a policy is being changed, you may want to explain the reasoning behind this change. If the purpose of the memo is to let staff members know that they must attend a meeting, give them an idea of its purpose. In the case of a meeting, indicate (if possible) the length of time attendees should set aside for this purpose.

In the case of a memo to announce the addition of a new employee to the company, indicate what position that person will be taking on. You may want to share some information about that individual's background and experience with fellow staff members.

Sometimes, the purpose of a business memo is to report to one's supervisor and/or fellow team members about the progress of a certain project. If you have memos of this nature on the project in the past, start off giving a brief summary of the status of the project at the time the previous memo was written. The reader will have a frame of reference to work from when reading the new information.

The Closing Statement

To finish off the memo, indicate to the reader what action he or she is to take based on the information contained therein. Do they need to attend a meeting, prepare a report, or change their working hours? Set it out here.

To Sign or Not to Sign

Traditionally, memos are not signed. Some companies, however, have adopted a policy where memos are signed or initialed by the writer. Follow your company's guidelines in this matter.

Keep the tone of your business memo friendly but professional. Keep the body short and to the point. If desired, bullets can be used to list items or procedures to be followed. Follow these suggestions and your business memo will be an effective way of communicating with your colleagues.