A business memorandum is used to communicate within an organization without time consuming meetings. A “memo” as they are called solves problems by bringing new information or data to light, proposes solutions, and solicits action. The only requirement for this form of communication are your thoughts, a fine Ink Pen, and a Piece of Paper.
The “Memo” begins with a header addressing all parties the communication is sent to. The header also included the sender’s information, the date, and a subject line. Be sure to spell all parties names correctly and use their appropriate titles. Also, be specific, concise and to the point with your subject line. This will afford ease of filing for later reference.
There are three (3) main body parts to a memorandum: The Opening, discussion, and the closing.
In the opening part of the “memo” you must stated the problem of issue that led you to write the “memo.” In this part of the “memo” you also need to state the purpose of the “memo” (i.e., you’re adopting a new internal policy, or asking for other’s input).
For the second part of the “memo” you want to discuss the issue, problem, task, or assignment and provide supporting information for Management or those in charge of the project to make choices or otherwise. Provide any and all details that support your opening. Be careful not to ramble on and on….
As you close your “memo” do so with a polite and professional statement tying in what action you want the reader to take. An example might be, “Thank You for removing your belongings from the company’s refrigerator in the break room by the close of business on Friday.”
Once you have concluded your memorandum be sure to sign at the bottom or initial the header. That way you accept ownership for the “memo.”
In some instances you may want to consider using sub-headings. Sub-headings will afford the reader the opportunity to skim the “memo.” Numbered listed also provide efficiency.
Memorandums should be no longer than one (1) page. However, when there is a need due to complexity or technicality you may want to write a separate part in the body to summarize you recommendations.
Most importantly, before you dispatch your memorandum be sure you proof read it. Read it from the point of view of the recipient. Is your “memo” easily understood? Did all your points come across as they were intended? Do you need to revise or add anything within the “memo?”
Within a few minutes you can craft a lovely memo and convey information when needed.
