One of the most common forms of business contact is a memo. Unlike an email, a memorandum is used to address a large group of people efficiently. Hence, its structure is entirely different and has its peculiarities.
A Memo Template
Without a doubt, samples are worth looking through before starting writing your document. Moreover, all memos have an identical format; however, its type can range depending on the purpose. Below is an example of how an official general memo might look like. Should you seek more memo examples, many of them are gathered here.
TO: all employees
FROM: Mr. Cooper, Director
DATE: June 15, 2020
SUBJECT: Monthly sales assembly
I’m writing to inform you that there will be a monthly sales meeting for the entire company at California’s head office. On September 2, 2020.
As our company continues to grow, there is a need to discuss our products’ further promotions and sales.
Please confirm your attendance and kindly let me know if you have any questions.
Components of a Proper Memo
A memo is subdivided into several segments to achieve transparency and convey the massage reasonably. Firstly, you need to understand what to write in each section. Thus, a standard memo consists of a heading, an introduction, a body paragraph, a conclusion, and optionally attachments that might be included.
A heading should briefly specify your message for readers to know what context to expect. Mainly the heading consists of several parts, set in the following order: “TO”, “FROM”, “DATE”, and “SUBJECT”, besides, it is aligned to the left. Ensure the header is not too long-drawn, as one could scroll it and miss the relevant info. At the top of the heading, the word “urgent” might be placed, indicating the memo’s importance.
The opening paragraphs of a good memo are straightforward and written short but state the intention entirely. You might start a sentence with the following expression, “I am writing to inform you…”. Furthermore, the most crucial info is written in the first statement, and only then the detailed announcement is following. Notably, the introduction should not be long and briefly presented with crisp sentences.
The context paragraph presents the leading issue, details, requests, or background of the problem. Usually, it is the longest part of a memo, including a paragraph or several sentences to provide the framework and state the difficulty. As a result, it is sufficient to use complete sentences to define the context effectively. More often, it is addressed to those who need to perceive all the ins and outs.
After providing all the information, finalize your memo with a laconic outcome. The ending usually might include a specific demand for the reviewers distinctly and accurately. However, if the action does not need to be taken, simply inform it in a memo. It would be better to cover how you expect everyone to handle the news and benefit from the sought steps. Also, any relevant data about scheduled meetings or events on the topic may be added.
Necessary documents should be included at the end of a memo if you need to give more facts. For instance, it could be any graphs, reports, or charts. It should be emphasized that you have to reference the attachments in your memo and add a note.
To conclude, the descriptions mentioned above will make your memos more efficient. Therefore, always proofread your writing to ensure whether the claim you’re requesting is worthy of a complete memo. Also, a memorandum’s key points are that it is a one-paper document, right to the point, and simplified.