Business Memo Format

When choosing a business memo format to communicate within your company or organization, remember that though memos are shorter in nature, they are generally considered a formal method of communication. Be sure to copy members of your department, department heads, and even employees who work at another company location, when applicable.

Purpose of the Business Memo Format

The purpose of the business memo layout is to communicate in an effective, concise method that connects the purpose of the writer with the interests or needs of memo recipients. Memos are written to:

• Solve problems by introducing new information like policy changes
• Imparts information regarding new products
• To present goals or expectations requiring the recipient to take action such as attending a meeting or changing a current work procedure

Except for memos that serve as informal reports or instructional documents, the standard memo format is no more than one page long.

Memo Heading

Within an organization, memos are used rather than business letters. The business memo is somewhat formal, but the wording doesn’t have to sound intimidating. A memo should be written in the same manner as other correspondence to effectively communicate your purpose to your reader.

The first segment in a business memo format is known as the heading. As with any correspondence, it’s important to check that you have the correct spelling and job titles of all recipients. Job titles are not always used, but the correct spelling of names is necessary in every memo. Don’t use nicknames, no matter how familiar you are with those receiving it.

In order to confirm that you are responsible for the contents of the memo, include a job title after your name and then hand-write your initials next to your name.

The subject line should include a specific explanation of the memo’s topic in a few words. For example, "dress code" could mean anything from ties and jackets are required to the institution of causal Friday. If the subject line reads, Christmas Party Dress Code—it’s clear. Recipients know what to expect to learn as they read the memo, and proper headings make filing and retrieving the memo easy.

Memo Opening

The next segment within the memo format is known as the opening. This opening explains a problem, need or can be used to announce new information. The opening explains the reason for the correspondence. Perhaps a software program is not working, or a meeting is scheduled or a meeting time change needs to be announced, or new information such as a promotion.

After you state the problem, need or announcement, subsequent information should make the purpose of the memo clear. If you are looking for input, welcoming a new employee, or adopting a new policy keep the information concise and easy-to-read.

Brief Discussion

The discussion segment of the memo format gives details about the problem, need or announcement. You’ll want to keep it short and to the point. However, be sure to offer enough information for decision makers to resolve a problem, or team players to pull together pertinent input. Offer details that describe the job or assignment. These details should support your opening.

Closing

The closing of a professional memo format is courteous and states clearly the action you expect the recipient to take. Can they email reports or do you require hard copies? Are they expected to attend a meeting? Or are they expected to respond in writing?

Unlike letters, a typed signature is not required on a memo; however, it is becoming more common. Check your company’s example and follow it.

When to Use a Summary

Remember, memos should be no longer than one page. If you must make an exception and make this form of correspondence longer, often a summary segment is included. This segment presents recommendations reached as bulleted key points.

Following these guidelines provides an easy-to-read memo with a clearly defined purpose along with unmistakable objectives. If you want to learn more about how to write a memo, using a business memo format free online tutorials can help hone your skills. Or, you can purchase software to guide you through the memo-writing process with the use of templates.

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