How to Write a Business Memo
A business memo or memorandum is a primary method of communication within one company. However, they can also be an external method of communication between two participants or two companies. For instance, memos are used to announce important news, ongoing tasks within a department or within a wide audience.
A business email memo simplified communication, but it is necessary to know how to compose a business memo from the ground up. Check out for tips on how to write a business memo right away!
Business Memo Writing Tips
- Compose the title section for the memo. When we are talking about a business memo format, you should know the heading is an obligatory item. The header contains information about the sender, recipient, date and subject. The title includes information about the receiver of the memo, the author, the delivery date and the business memo subject. The subject of the memo should be carefully chosen, as it describes the entire purpose of the memo.
- Describe the issue of the memo as a summary. Use specific language from the very beginning, and be straightforward about the message you want to get. You need to explain the subject of your memo, your question, proposal, result or progress report. The explanation of the main subject item the readers will read. For this reason the subject theme needs to be organized logically, so that the reader can understand the meaning of the memo without confusion.
- Explain the directions and solutions of the defined issue. The format of memo in business communication requires offering your own ideas and solutions. If you have an idea about how to solve the issue, describe it in the 3rd paragraph. In case the purpose of the memo is to bring bad news, contrast this paragraph with the positive sides of the issue.
- The clothing paragraph summarizes the memo and shows what readers need to do. It is also determines the deadline of the task. Include your recommendations, advice and actions that you want your readers to take. Don’t forget to put information about feedback! This section is commonly brief. If needed, mention the benefits that the readers will get if they complete the actions right away. And do not forget to indicate anything that will help readers to make the task easier.
- Check the memo for grammatical, spelling and other technical mistakes. Before sending the memo, check the content and be sure that the information corresponds to the company’s policy.
6 Steps to Write a Business Memo
- Work on the heading section.
- Specify the purpose statement and information overview.
- Describe the issue.
- Write about solutions and actions.
- Give your recommendations and summary.
- Provide with information about follow-up communication. Enclosures.
Mistakes to Avoid in Business Memo Writing
– Don’t waste time and space with unfit information — go straight to the point.
– Don’t forget to put a signature after finishing business memo writing.
– Don’t be afraid to make the memo more personal. It sounds more natural and meets with the approval of people.
– Do not become too wordy. Avoid over-complicated words, but try to stay in the framework of a formal style.
– Avoid “fluffy” words. No one likes to read between the lines, so try to be clear and honest.
– Don’t be overly polite. Try not to use too many cliché phrases when you are writing a business memo. This commonly looks insincere to readers.
– Do not overestimate the power of cliche phrases.
– Don’t neglect to make opening and ending paragraphs.
– Do not write too many “whys” to explain something you want to get done. As we wrote earlier, a memo should be brief and purposeful. The recipient won’t read the whole document if it seems too complicated.
To sum up, memos are considered to be an effective management tool. Even so, you need to use an accurate style when sending a business memo. If your memo contains too much information, place this info into an attachment. The memo itself should include a defined title, numbered aims, and other important information.