How to Write a Memo

Importance of Effective Memos

Memos, in simple terms, are based on effective communication and obtaining results. Failure to achieve your objectives can result in negative consequences, for you and your organization. The information or request may be sound but if it is poorly presented the memo may be ignored. By learning the basics of how to write a memo, you can look forward to more positive results.

Learn How to Write a Memo

Most memo writers fail to think of their audience and their needs. This is particularly true for call-to-action and budget-related memos. For example, provide reasons why readers will benefit from attending an extra meeting or show the cost-effectiveness and increased productivity achieved by investing in your idea. Conversely, avoid over-explaining your points.

Additionally, jargon is a frequent problem, found commonly in the technology sector and some professional fields. If your readers do not understand your message, they will not respond as desired.

Memo Writing Guide

The following components are necessary to learn how to write a memo effectively:

• Write for your audience: Consider education, background, company status, and recipient needs.
• Informative subject line: Be upfront and non-generic as to what the memo is about.
• Write the bottom-line first: Optimally, the first sentence or two should contain what you want the readers to know or act upon. Exceptions include critical or 'bad-news' memos.
• Concise: Check for needless words; keep the memo to one page or less, and use attachments or separate summaries for additional information.
• Coherent: Keep the memo structure simple and logical, limit one idea per paragraph.
• Common language: Keep your message distilled to accessible language, no showing off.
• Factual Tone: Use a neutral or positive tone where applicable, avoid emotionally-charged words.
• Conclusion: If needed, add a conclusion, or closing, to your memo to reaffirm or summarize the memo's points.
• Formatting: Follow company-specific guidelines, use short paragraphs, bullet points, and strategic placement of details. Utilize memo writing standards.

E-mail Memos

With the advent of e-mail and teleconferencing, surprisingly, effective memo writing remains an essential skill in business communications. While less formal approaches are sometimes used, the majority of business memos involve professional, concise writing and proper formatting. Memos may be delivered via e-mail, but this makes professionalism and formatting no less essential. When sending electronic memos, be sure to:

• Verify the memos look as intended in print as well as on screen.
• Use fonts and graphics that are clear and compatible with recipients' computers.
• If creating a new memo template, send yourself a copy first. Confirm that the proper formatting remains intact.
• Ensure attachments, such as PDF documents, are readable by all recipients.

Memo Format

Memos possess a particular format that distinguishes them from a business letter. Memo formats are often simple, but may contain graphics or a memo template design. Use a style that is fitting for your company, its atmosphere and audience.

Mandatory Fields

An appropriate header is critical. While companies vary on specifics, such as job titles, following are the memo header fields and how to use them:

• Date: Spell out or use standard abbreviations.
• To: Order alphabetically (common) or by professional status, avoid nicknames, courtesy and professional titles, unless otherwise dictated by company policy.
• From: Avoid courtesy and professional titles unless you are unknown to recipients. Then include your professional title and department.
• Subject: 'Subject' is favored over 'Re:'

Formatting

If you are learning how to write a memo from scratch, rather than utilizing a template, keep these points in mind:

• Left-alignment for text is standard for memos.
• Margins should be one-inch.
• Use single spaces within paragraphs and lists, double-space between sections.
• Text is blocked or modified (first line of each paragraph indented) block, without right-margin justification.
• Write short paragraphs and use bullet points where applicable.

More Business Writing Information

Now, you have learned the basics of how to write a memo, but do not cut your education short. If memos are an important part of your job function, for extensive help, seek out a book on memo writing, such as, Basic Letter and Memo Writing, by Susan H. VanHuss. Alternatively, use online resources to assist you, including here at LoveToKnow. Another informative Web site is Purdue University's Online Writing Lab.