Business memos represent an internal communication method of a company. However, they can also be an external method if the match is between two firms. They are used to communicate information, such as future assignments in a department or general rules that need to reach multiple recipients. Pre-built report templates and emails have made communication easier, but it's helpful to know how to write a business memo from scratch.
Steps
Method 1 of 1: Write Your Business Memos
Step 1. Write the section of the memo containing the title
This part indicates information about the report recipient, sender, date, and subject of the business memo. The subject of the report should be a short sentence that can describe the entire content of the text. Example:
To: Employees of Wally's Widgets From: Casey Smith, Manager of Greg's Gadgets Date: June 20, 2013 Subject: New Enterprise!
Step 2. Compose the opening paragraph
The first paragraph of a business memo should clearly state the intent of the text and a general idea of what information will be presented in the body of the report. Example:
To: Employees of Wally's Widgets From: Casey Smith, Manager of Greg's Gadgets Date: June 20, 2013 Subject: New Enterprise! Dear Widgets Team, Greg's Gadgets is proud to have all of you on board to embark on this new adventure. Since Wally approached us to illustrate the idea of a potential merger, Greg and I are no longer in the mood to start this collaboration! We have been admiring the artistry that distinguishes every single Wally's product for a long time and are looking forward to becoming a great Widget / Gadget family.
Step 3. Briefly describe the issue
The catalyst behind launching a business memo needs to be succinctly summarized. The sentences used to define the issue should be short and straight to the point and based primarily on facts. Example:
To: Employees of Wally's Widgets From: Casey Smith, Manager of Greg's Gadgets Date: June 20, 2013 Subject: New Enterprise! Dear Widgets Team, Greg's Gadgets is proud to have all of you on board to embark on this new adventure. Since Wally approached us to illustrate the idea of a potential merger, Greg and I are no longer in the mood to start this collaboration! We have been admiring the artistry that distinguishes every single Wally's product for a long time and are looking forward to becoming a large Widget / Gadget family. As we are leaving our current offices, I wanted to send everyone who works at Wally's an update. regarding our search for a facility large enough to accommodate our team:
Step 4. Explain the solutions in progress
If you are working on solving a problem or have an idea of how to solve it, the third paragraph is the right section to do it. If the point of the memo is to send bad news, use this paragraph to highlight any positives that may arise. Example:
To: Employees of Wally's Widgets From: Casey Smith, Manager of Greg's Gadgets Date: June 20, 2013 Subject: New Enterprise! Dear Widgets Team, Greg's Gadgets is proud to have all of you on board to embark on this new adventure. Since Wally approached us to illustrate the idea of a potential merger, Greg and I are no longer in the mood to start this collaboration! We have been admiring the artistry that distinguishes every single Wally's product for a long time and are looking forward to becoming a large Widget / Gadget family. As we are leaving our current offices, I wanted to send everyone who works at Wally's an update. regarding our search for a facility large enough to accommodate our team: We found a beautiful new place and signed a contract!
Step 5. Summarize your resolutions in the fourth paragraph
If the business memo is short, this is an optional section. But, if the memo covers more than one full page, a summary section highlighting the main points discussed helps. This will ensure that the main passages do not get lost among the many words that make it up. Consider using a bulleted list to highlight this section. Example:
To: Employees of Wally's Widgets From: Casey Smith, Manager of Greg's Gadgets Date: June 20, 2013 Subject: New Enterprise! Dear Widgets Team, Greg's Gadgets is proud to have all of you on board to embark on this new adventure. Since Wally approached us to illustrate the idea of a potential merger, Greg and I are no longer in the mood to start this collaboration! We have been admiring the artistry that distinguishes every single Wally's product for a long time and are looking forward to becoming a large Widget / Gadget family. As we are leaving our current offices, I wanted to send everyone who works at Wally's an update. regarding our search for a facility large enough to accommodate our team: We found a beautiful new place and signed a contract! Our new building is located at 1624 Addison Ave. in the beautiful center of Stannisburg, very close to many shops and restaurants. The building is located just one block away from the train station and approximately 800m from a bicycle path that prohibits access to cars (great news for those of us who travel by bike!). I have attached photos to this email so you can take a look at your new second home.
Step 6. Conclude the business memo by including directions on what recipients need to do and a deadline date to complete the required action
Enter any information regarding communications that will take place after sending the memo in the last paragraph. Example: To: Wally's Widgets Employees From: Casey Smith, Greg's Gadgets Manager Date: June 20, 2013 Subject: New Enterprise! Dear Widgets Team, Greg's Gadgets is proud to have all of you on board to embark on this new adventure. Since Wally approached us to illustrate the idea of a potential merger, Greg and I are no longer in the mood to start this collaboration! We have been admiring the artistry that distinguishes every single Wally's product for a long time and are looking forward to becoming a large Widget / Gadget family. As we are leaving our current offices, I wanted to send everyone who works at Wally's an update. regarding our search for a facility large enough to accommodate our team: We found a beautiful new place and signed a contract! Our new building is located at 1624 Addison Ave. in the beautiful center of Stannisburg, very close to many shops and restaurants. The building is located just one block away from the train station and approximately 800m from a bicycle path that prohibits access to cars (great news for those of us who travel by bike!). I've attached photos to this email so you can take a look at your new second home. Debbie, our HR director, will email all of you with more information on how to get your ID cards and passes. for parking. Our first day of work will be July 1st; this same day, a meeting open to all staff will be held at 9 am. I am thrilled to see you all there!
Step 7. Sign the business memo
This is an optional step, but some companies adhere to the practice of completing a business correspondence with the sender's pen signature placed on their computer-written name. Example: To: Employees of Wally's Widgets From: Casey Smith, Manager of Greg's Gadgets Date: June 20, 2013 Subject: New Enterprise! Dear Widgets Team, Greg's Gadgets is proud to have all of you on board to embark on this new adventure. Since Wally approached us to illustrate the idea of a potential merger, Greg and I are no longer in the mood to start this collaboration! We have been admiring the artistry that distinguishes every single Wally's product for a long time and are looking forward to becoming a large Widget / Gadget family. As we are leaving our current offices, I wanted to send everyone who works at Wally's an update. regarding our search for a facility large enough to accommodate our team: We found a beautiful new place and signed a contract! Our new building is located at 1624 Addison Ave. in the beautiful center of Stannisburg, very close to many shops and restaurants. The building is located just one block away from the train station and approximately 800m from a bicycle path that prohibits access to cars (great news for those of us who travel by bike!). I've attached photos to this email so you can take a look at your new second home. Debbie, our HR director, will email all of you with more information on how to get your ID cards and passes. for parking. Our first day of work will be July 1st; this same day, a meeting open to all staff will be held at 9 am. I am thrilled to see you all there! Sincerely, Casey
Step 8. Correct the business memo
Before submitting the report internally or externally, make sure the content is grammatically correct. If the text contains sensitive information, check the company's policy to know who can review or read the memo for you. Example: To: Wally's Widgets Employees From: Casey Smith, Greg's Gadgets Manager Date: June 20, 2013 Subject: New Enterprise! Dear Widgets Team, Greg's Gadgets is proud to have all of you on board to embark on this new adventure. Since Wally approached us to illustrate the idea of a potential merger, Greg and I are no longer in the mood to start this collaboration! We have been admiring the artistry that distinguishes every single Wally's product for a long time and are looking forward to becoming a large Widget / Gadget family. As we are leaving our current offices, I wanted to send everyone who works at Wally's an update. regarding our search for a facility large enough to accommodate our team: We found a beautiful new place and signed a contract! Our new building is located at 1624 Addison Ave. in the beautiful center of Stannisburg, very close to many shops and restaurants. The building is located just one block away from the train station and approximately 800m from a bicycle path that prohibits access to cars (great news for those of us who travel by bike!). I've attached photos to this email so you can take a look at your new second home. Debbie, our HR director, will email all of you with more information on how to get your ID cards and passes. for parking. Our first day of work will be July 1st; this same day, an open meeting will be held for all staff at 9 am. I am thrilled to see you all there! Sincerely, Casey Correct and check the contents.
