By: Peter Kirkham
If you're in business then you would have learnt how to write a memo. If not, then you're at the right place. An internal form of communication, a memo (or memorandum) is a form of communication that is used internally and generally used within a business, focusing on one subject.
When compared to a formal business document, a memo can present as casual however it can & most times does, contain important information. When learning how to write a memo, it's best written in a more business like format than say, a sticky note. You could just scribble out your message, make ten or twenty copies and hand them around or you could email them. A memo however is usually filed for future reference so they should look the part.
Managers and staff generally view them as somewhat of an important document and on that basis are usually read with some degree of urgency.
What is a Memo Used For?
Their key purpose in learning how to write a memo is to share common knowledge, instructions & important issues with employees & employers. They can be used to address general staff concerns, announce an important events, etc and they can be addressed to an individual or a group. Memos that deliver urgent and/or important information are generally filed away to be kept as proof of communication. They may even end up in court or are used in disputes, so it's important that they're written in a clear & logical manner and look professional.
Here's How To Write a Memo...
Varying from general business letter writing, a memo generally has a standard template that is inclusive of a heading that says Memo, Memorandum or Internal Memo. It can be printed on company stationery, but usually they're published on plain white paper. Next is the name of the recipient, then the author, the date and the subject. If it's going to more than one person then it should include all the names of the people it's being sent to.
This section is commonly referred to as the "header". The opening statement clearly outlining the subject of the memo comes after the header followed by the actual body copy of the document.
You can include a summary and a closing statement if you wish.
Here's an example of how to write a memo -
MEMORANDUM
TO: David Johnson
FROM: Mr. G Gronwer
DATE: 25 May 2009
SUBJECT: Presentation Evening
CC: Mr. Hogan, Mrs Edwards
Dear David,
A presentation is being held at the Novatel Ballroom on July 21, 2009 at 7:00 P.M. on Marketing IT Hardware.
Acme Computer Company is promoting it and I think it would be worthwhile you attending. I suggest every member of your sales team should attend this presentation and we will cover the costs of all those attending.
Please supply me with a list of those who will be attending prior to 1 July.
Check for spelling and grammar errors when completed remembering to double check the actual details, ensuring they're clear & concise, so there's no hiccups on the day. If you happen to send a memo & you've missed some important details, it's extremely embarrassing for you & time wasting for the recipients.
It's not hard to learn how to write a memo, there's no science involved and when written correctly, they do convey important information in a simple & practical manner.
Yours sincerely,
G Gronwer
Director
About the author: Author & small business owner Peter Kirkham has written a terrific collection of small business ideas & low budget marketing methods that show fellow small business owners how to increase profits & create a steady flow of new customers into their businesses... FOREVER. They are all available in his FREE Customer Attraction Kit.
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