Memos are used as a means of communication within an organization, in order to exchange important information. These also serve the purpose of reminders in some cases. They are an important component of business writing, and when written and presented well, they typically ensure a positive response from colleagues and co-workers. These are neither very formal nor very informal. Learn how to write one to be able to get important work done more effectively.
Also known as business memos, these are short and concise, and usually have everything enlisted in bullet points. It is important to keep in mind, the reader while writing one. The reason should be shortly explained, so that the reader will consider the document seriously. Moreover, use simple language to effectively communicate with co-workers. Take a look at these tips on how to write it.
Before you start with it, ensure that you have all the relevant information that you are going to include. Avoid making unnecessary and irrelevant statements; keep them direct.
Follow a standard format to avoid any confusion. This is the general format that is followed:
- To: Be professional and use specific job titles here.
- From: Use your full name, and avoid job titles, unless the recipients don’t know you.
- Subject: Give a brief idea about its content.
- Content: Do mention the reason for writing it in the introduction. Keep it short, and try to enlist details in bullet points wherever possible. End it with a “Thank You,” followed by “Best Regards.”
Avoid the use of unnecessary jargons or words that are not commonly used in daily conversation, in the content of the memo. The easier it is to read, the more effective it will prove to you and your organization.
Do not state your personal opinions in it; this document is meant only to communicate important information, relevant to a particular task or event. A personal opinion can be distracting, and also, color the opinion of your colleagues with regards to the event.
Keep the reader in mind while writing it. Follow the style of language that one can relate to. If your memo is intended to be persuasive, use appropriate language, without making the underlying intentions apparent.
Keep in mind all the people that this document has to go out to. For instance, if it has to be sent to a particular team or department, ensure that all the relevant names are included. Failure to do so will result in confusion and delay the task that needs to be completed, not to mention its effect on the quality of the following performance.
Ensure that you check and recheck the content for spelling errors and punctuations before it has been sent out. If there are such errors, it appears to be unprofessional, and may even change the meaning of its purpose.
A well-presented memo is sure to give you the results you are aiming for. Do not undermine the writing aspect as an unimportant element of your job. You will be astonished at the results it is able to elicit.