Memo Formats

Why Write a Memo?

As much as we would like to have face-to-face communication with each co-worker or employee, sometimes this just isn’t possible. Yet it’s still important to effectively communicate information, such as next steps for a project or a change in the health insurance policy. Memos help convey information more efficiently.

For example, maybe many people in a particular department need to know something at once. Or the sender has a time constraint s/he is trying to work around, and one memo is more effective than 10 different conversations on the same issue. Perhaps it’s just easier to write one notice and post it in a common area where the majority of the workforce will see it. Communication in memo form retains a professional appearance and streamlines the topical information.

In addition, often recipients won’t recognize the importance of the topic presented in a general e-mail. A well-executed memo format helps facilitate this.

Memo Formats Made Easy

Most versions of Microsoft Word have memo formats available for use. Simply click on “File” – “New” – “Memo.” There are templates already in place to fit a variety of communication and style needs, such as contemporary, elegant and professional, complete with headers and fill-in fields. There’s also a wizard function, allowing customization of templates that can be saved with most of the basic information in place.

Now it's time to construct the proper content.

How to Write a Memo

Certain characteristics are the framework for an effective memo:

• Determine if it’s persuasive or informative. While many memos are a combination of the two (“In order to process your claim promptly, please submit it no later than January 15.”), sometimes memos have to be one or the other for the reader to take the appropriate action. A persuasive memo engages the reader’s interest before issuing a directive, where as an informative memo outlines the facts and then requests the reader’s actions.

• Clearly state the purpose of communication in the subject line. Most memo formats have the basics of the header, like “to,” “from” and “date” in place. But the memo writer has a responsibility to make the subject line as descriptive as possible so the reader understands the intent. A memo simply titled “Vacation Time” might appear to be good news – until the document explains that vacation time won’t be granted unless first requested in writing. Thus, a better memo title might be “New Vacation Time Request Policy".

• Write memos with purpose and make that purpose known in the first paragraph. Needless memo writing should be a crime across all states. One way to make sure no one reads or heeds memos is to send them out for the slightest issue. Try to avoid doing this. Also, outline the purpose and the desired action in the memo’s first paragraph. Readers will become conditioned to the importance of a memo and gain that knowledge as soon as they open it.

• K.I.S.S. – Keep It Simple, Silly. Most memo formats accommodate one page of information. This means that the topic details should be concise, with clear directives and contacts for follow-up. If it’s a complex topic extending into multiple pages, still keep the language as direct as possible, add headings or bullets to guide the reader and conclude with a summary paragraph of key points.

• Reinforce the reader’s necessary action. At the end of the memo, specifically direct the reader to the desired action.

Effective business communication improves workflow and relationships. Use the tools of memo formats and well-constructed information to your advantage.

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• Memo Examples
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