A memo is intended to inform a group of people about a specific issue, such as an event, decision or resource, and encourage them to take concrete action. As the word implies, it is information that should be remembered or kept in mind. Here is a guide on how to write readable and effective memos.
Steps
Method 1 of 2: Write a Memo
Step 1. Write the header
Specifies the recipient and sender of the memo. This part should also include the complete and exact date the text was written and the subject matter it deals with. Here is an example header: To: recipient's name and job title From: your name and job title Date: full date of writing the memo Subject (or RE:): subject of the memo (underlined or highlighted in another way).
- Always address the recipients right, don't use nicknames.
- When structuring your header, be sure to leave two blank lines between the sections and line up the text.
Step 2. Consider the readers
In order for the recipients to read and respond to the memo, it is important to customize the tone, length and level of formality of the text to suit the people concerned. To do this effectively, you need to know who will receive the document.
- Think about the priorities and concerns of the readers, then try to imagine why the information presented in the memo would be important to them.
- Try to anticipate any questions from readers. Gather ideas about the content of the memo, such as examples, evidence, or other information that will persuade them.
- Considering the audience will also allow you to carefully choose information or phrases that are appropriate for readers.
Step 3. Present the problem or issue in the introduction
Briefly state the context regarding the action you want your readers to implement. It is a kind of thesis statement, which will point to the topic and state why it is important.
- Include only the information you need, but still be convincing to point out that there is a real problem.
- In general, the opening should take up about a quarter of the total length of the memo.
Step 4. In the summary section, suggest ways to deal with the problem
You will need to summarize the key actions you would like readers to implement.
- This section may also include evidence to support your recommendations.
- In a very short memo, it may not be necessary to include a separate section devoted to the summary. Instead, it can be integrated into the next segment, that is the discussion segment.
Step 5. In the discussion section, support the course of action to be implemented
Be persuasive. State why readers will benefit from the actions you recommend, or explain why they will have disadvantages if they do not take action.
- Offer evidence and rationale for proposed solutions. You can include charts, lists, or tables, especially in longer memos. Just make sure they're actually relevant and compelling.
- Start with the most important information, then move on to specific or supporting facts.
- As far as length is concerned, generally consider that the abstract and discussion sections together should form one half of the memo.
Step 6. Close the memo with a friendly phrase to reaffirm the actions you want the reader to take
You might also include a statement such as, "I will be happy to speak personally about these recommendations and learn about the decisions you make."
- If possible, convey a sense of solidarity and optimism to the reader.
- Emphasize a particular step they might take.
- This part should generally take up about one eighth of the total length of the memo.
Step 7. Review and proofread the memo to make sure it is clear, concise, compelling, and error-free
The type of language used should be consistent. Eliminate unnecessary scholarly words or technical jargon.
- Correct spelling, grammar and semantic errors. Pay special attention to names, dates, or numbers.
- Make sure it's not excessively long and eliminate unnecessary parts.
Method 2 of 2: Using Memo Templates
Step 1. Consider whether you'd prefer to use a template instead of writing the memo from scratch
If so, the first action to take is to look for some useful templates online. This way, you can find templates for almost any type of memo.
Step 2. After visiting a site, take some time to look at the templates and choose the ones that are right for you
Later, you can download the ones that suit your needs, so you can start creating texts suitable for your case. Since there are several types of templates available, you can download one for each type of memo you might need, so you'll have them available when needed.
For example, if you need to write a template for a company memo, you can browse the site and download the right one for the purpose of creating the text
Step 3. Preview the chosen template and save it
You always have the opportunity to preview each template before deciding if it's right for you, actually download it and save it to a folder on your computer. If it convinces you, you simply have to click on the button to download.
Step 4. Wait for it to download
After clicking on the download button, the model will automatically download to your computer; in some cases, you need to follow additional steps to start the download. It is downloaded in zip format, so you have to unzip it and then open it with Microsoft Word. It is always preferable to use the latest version of Word to ensure that you do not run into any unexpected events with the software and that the template will operate as it was designed.
If you are using an older version of Word, simply update the software before downloading the templates. This should eliminate many of the classic problems that people usually encounter when downloading large files, because that way you will install all the latest updates
Step 5. Set the header
Keep in mind that all sections of the template are basically examples, so you can customize each part to suit your particular needs. For example, you can add the logo and copyright sign in the header section of the template by simply clicking on this part and typing in the necessary information for your specific document. Before starting to use the templates taken from the web, remember that it is always advisable to carefully read the terms of use.
Step 6. Click on the section called "Memo" and update the template with your title
Also in this case, an example text is already present in the model; its goal is to give you an idea of the final look of the document. You can customize the template by clicking on the right section and writing your information. It is equally important to make sure you delete the words present as an example and correct the memo before sending it.
Step 7. Fill in the various fields provided by the template
Make sure you fill in the fields "To:", "From:", "Cc", "Subject" and so on. Be careful to make sure you don't skip any. Avoid leaving empty ones and correct them to correct any typos.
Step 8. Write your message
You can make the memo more professional by using lists or bulleted lists and making sure you justify all paragraphs. Also, you should use the same font (including dimensions) used in the previous fields, except for the title. Introduce each topic with the right titles. This way, the text will look more professional and make a better impression on the reader, not to mention that the reading will be smoother. If necessary, you can also customize the memo to insert a table. Sometimes this is a good idea, especially if using a bulleted list or something similar makes the text look too heavy and unreadable.
Step 9. Make sure you don't overlook the footer information
In this section, you should enter your company information or contact details. It is absolutely important that you take your time to make sure the information is correct. The last thing you want is to write an excellent memo but provide useless or incomplete contact details.
Step 10. Customize the graphics
One of the most interesting features of a template is the ability to change the color of the document. This allows you to give the memo a certain personality, so that it stands out immediately and is even more accurate. It also lets you choose an appropriate color for the specific situation in order to make sure the text is both visually pleasing and professional.
Step 11. Save the model
In the future, you can use it whenever you want to write memos. You will always have the opportunity to rely on this tool and you will also know what information you have entered into each document. Whenever you need to use it for a slightly different topic, simply go through the same steps outlined in this article and edit each field to fit the particular situation needed for the new memo. This saves you time and also helps you create professional text, which readers will be able to read right away and hassle-free.
Advice
- You can definitely include lists, tables, and graphs at the end of the memo to help the reader understand the topic better. Be sure to add a note to explain the relevance of the attachments.
- Don't give too many explanations. It's important to state why you want action taken, but don't overdo it.
- For longer memos, you could write short headlines to clarify the content of each category. For example, instead of writing each paragraph directly, introduce it with a concrete title, such as "Ant invasion in the office." Be specific and concise in each title, so that the main point of the memo is immediately clear to the reader.
- Memos should always be short.
