It is usually written to communicate to a mass audience, such as a specific group like the team members of a project, an entire department, or all organization members. A memo is also used when an organization wants to communicate major changes like departures, team additions, role changes, updates to events like company meets or gatherings and shifts in everyday workflow or operations.Ī memo is also referred to as a memorandum or reminder. For example, if you are firing someone, you should probably tell them in person that they need to update their resume.A memo is a record, message, or document used for internal communication regarding procedures, policies, team activities for a particular project, or to inform particular groups in the company of any actions, events, or observations. Is a memo appropriate – If you are divulging something sensitive, a memo may not be the best form of communication.If it’s much more than a page, you should either write more succinctly or switch formats. Length– A memo should not be very long.Does it flow in a methodical manner or is the information all over the place? Don’t make assumptions about what background information readers bring. Logical – The memo should be logical and easy to understand.Replace emotionally charged words with objective ones in order to retain your professional demeanor. Get rid of emotion – A memo should be factual rather than emotional.Break long paragraphs into shorter ones and consider adding bullet points or sub-headings. Use white space – Make sure paragraphs aren’t so long that you lose readers.Check your terminology– Does the document contain words, abbreviations, or acronyms that everyone will understand? Use the definition or a different word if it’s going to cause confusion with readers.Proofread your document– Since it’s a professional business document, ensure that it doesn’t contain any typos or spelling errors.It may include a directive, call to action, or what other actions can be taken. Conclusion or ActionThe final paragraph will be clear on what action is being taken so that all readers understand. This section may include statistics, examples, or reasons so that readers understand how the decision was reached. PurposeThe main body of the memo is going to be the message, including background information and the resolution. In the introduction to your internal memo, let readers know the situation or event you are addressing. It gives readers the context for the communication and contains a brief highlight on the reason for the memo. Instead of saying “Important Information” say “Important Information regarding XYZ Company’s Stock Purchase Plan” Body of the Memo IntroductionThe first section is the purpose of the memo. Subject: Be specific so that your readers know whether or not they are interested in reading your memo. Use the same level of formality that you used on the recipient line. From: Memos are usually from a specific person. If the memo is meant for an entire department, address it to that specific department. Use only the first name if it’s an informal communication, and the first and last name and department if it’s more formal. To: This is the recipient(s) of the internal memo. The heading typically lets readers know the date, subject, and recipient of the memo. Without a good lead, readers may decide it’s not worth their time to read your communication. HeadingThe heading is arguably the most important part of your memo. It typically has a specific format-but don’t worry, our free memo templates have done all of that for you, so that you don’t miss anything important. Memo FormatMemos should be a concise communication with a clear purpose to a person or group of people. Memos should not be confused with a private placement memorandum, which is a legal document supplied to investors when selling stock securities in a business, or a credit memo, which is a credit note given to a buyer. And if you are writing to someone outside of your organization, a business letter is an even better option. However, when what you need to say is more important than an email warrants, send an interoffice memo to your staff instead. Which makes sense, given the purpose they serve if you are writing a quick communication that you know will be deleted, email is a great option. It’s not unusual to get dozens or even hundreds of emails every day. When Should You Use a Memo?A memo is the right form of communication when you want to:Įmail is rampant in the business world. An interoffice memo may communicate an organizational directive or change in policy or procedure, or combat the company grapevine with its rumors and hearsay. It’s often a form of mass communication rather than a one-on-one. A memo, or memorandum, is a brief written report from one person or department to another.
0 Comments
Leave a Reply. |
AuthorWrite something about yourself. No need to be fancy, just an overview. ArchivesCategories |