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How to Write a Memo In 2022

Avoid common mistakes and use this guide when writing a memo.
by Rob Gillham | Aug 26 2022

In an organization, memos are used to communicate procedures or official business. Memos, unlike emails, are messages sent to a large group of employees, such as an entire department or the whole company. A memo can be used for a variety of different purposes, from keeping your colleagues informed about team meetings or making them aware of major business changes. 

We’ll show you how to write a memo that better communicates your message if you have to inform your employees of official internal business. However, before we go into the details, let’s talk about the many purposes of memos.

What Exactly Is A Memo, And Why Do People Use Them? 

In a business, a memo or memorandum is a message used to communicate information. New policies can be announced, rules can be reminded, and people can be kept informed generally with memos. You’ll use a memo to communicate with people outside an organization since it’s less formal than a letter.

Common Uses For A Memo 

Memos can be used by public institutions to communicate public safety guidelines, promote events, and raise awareness on topics that affect them. You can also use memos to relay new policy updates, change in procedure, or encourage employees to participate in upcoming meetings, conventions, or celebrations. In order to be informative, memos should convey a brief, clear and direct message. You can use memos for a variety of purposes even though many of them have similar elements, for example:

  1. Defining company procedures.
  2. Providing staff with instruction on how to use new equipment.
  3. Providing employees with information about a company change.
  4. Make sure company policies are documented internally.
  5. Keeping employees informed about a situation.

How To Format Your Memo 

A memo’s basic elements are the same regardless of whether it’s announcing a promotion or introducing a new policy. The length of memos may vary, but most are one or two pages long to keep your audience’s attention. As a general rule, most memos adhere to the following structure: 

1. Headline 

Memos begin with a header, a list of information that provides context for the rest of the document. As well as reference notes like date and time, the header includes who the message is addressed to and who it is from. It is important to include a header in your memo in order to create accurate records. As well as keeping track of important messages, the header shows when company changes went into effect.

2. A Line Indicating The Subject 

Following the header is usually the subject line, which summarizes the memo’s topic. One topic should be the focus of each memo. You should provide a brief summary of the subject rather than a comprehensive explanation. You can maintain organization in your office by using an accurate and simple subject line for your memo.

3. Memo Statement

In the body of your message, the declaration statement is the first sentence. Your main idea is introduced here, along with the memo’s purpose. Describe the information you are sharing with your colleagues simply. In this section of the memo, you can include any necessary background information.

4. Discourse

Discourse or discussions in memos explain changes made, acknowledge challenges, and provide additional information. It is also possible to use this section to ask for feedback or request a specific action from your colleagues. To keep the information clear, you should keep this section focused on the most important points.

5. Conclusion

Brief summaries or conclusions are sometimes included in memos. Also included in a summary are final reminders and thanks for employees’ hard work.

Key Points To Remember

Now that you know what a great memo should include, follow this guide on how to draft the ideal memorandum. Remember, writing a perfect memo can save a great deal of time in the long run as most follow questions or statements will have already been answered. 

1. Determine The Memo’s Main Point

In order to explain your message to others, you must have a clear understanding of it. Make a list of the main points you need to explain in your memo. You may want to use a report format or split your message across multiple memos if you have too many.

2. Know Your Audience

In contrast to a memo announcing a major shift in company policy, a memo announcing a company party or yearly bonuses will likely be happier and more casual. Coworkers or employees should be able to understand your word choices and writing style.

3. Consider Using A Template

To ensure that you are using the proper format for your memo, you can use the template below. Furthermore, you can ensure all the intended information is shared by using a template.

4. Be Succinct

Your memos should be written in short paragraphs to make them easier to read. Make sure key information is highlighted with bullet points and lists if possible.

5. Copyedit

You should reread each section of your memo before sending it to ensure that it is clear and has proper grammar. Your header should be addressed to the right people, and your subject should be in line with the message.

6. Send Out Your Memo Correctly

Keep your organization informed by posting your memo in a timely manner. It is not uncommon for organizations to send memos via email or to post them prominently in the workplace. It may be useful to keep a copy of your memo saved so that you can refer to it later.

Your Memo Template

Your employer may have a preferred memo template; however, most memos can be created using the following template: 

*To: Intended recipient(s) of the memo*

*From: Sender’s name or group name

*Date: The date of issue*

*Subject: Subject line*

You should clearly state your main idea in the first paragraph of your memo. Make sure the recipient of the memo is aware of any important information.

It is important to elaborate on the main idea in your second paragraph and provide additional details. If applicable, summarize any discussion about the topic of your memo and ask for staff input.

In the third paragraph, you may summarize the memo. Close this section with a polite closing and your signature.

The closing phrase might read: Sincerely/Best regards/Thank you.

[Your Name]

If applicable, provide contact information.

Attachments: Include any documents referenced in the memo.

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