How to Write a Memo Professionally

Just What is a Memo? Memo is short for Memorandum, is the often used format of company letters, notifications, and other work-related forms of communication. Knowing how to phrase and organize a memo efficiently can be tricky, so here I have written a guide about how you can get the most out of your writing. Note: This is the more formal version of the memo, one that is more likely to be printed and distributed or sent in an official email. Not to be confused with informal memos that can simply be emailed.

Before you Start Writing-- identify your purpose and your audience. If your purpose is to talk about a new company policy you might utilize a strict tone of voice, but if your purpose is to inform your co-workers of the upcoming company party you will likely use a very different tone. Before you write your memo establish a clear purpose and pick a definitive tone and use it consistently. Audience considerations fall much under the same category as the purpose of the memo. They will alter the vocabulary used, and much of the content of the memo.

Keep in Mind-- A memo needs to be short and to-the-point, nobody needs excess information, its generally best to keep memos within the limit of one page. Know how to format and write effectively, if your writing is unprofessional or vague it can be misinterpreted or altogether ignored, how carefully you write is often a good measure of seriously how co-workers will review what you have written.

Use Memo Format-- This can vary by company or organization, but often includes many similar aspects. The first is that it will include a To, From, Date and Subject line at the top. Each of these will be followed by a colon and the corresponding text. (At this point it helps to look up an image of a memo on Google if you aren’t familiar with the general format). All your paragraphs should be separated by a full single line space, so in other words hit enter two times to move on to the next paragraph (the same way this guide is formatted). None of the paragraphs should be indented, and since this document only takes up about a page, you should only have around 4 paragraphs total. Remember to leave around two inches at the top for the company logo/header, which will often print or appear on written memos. When you begin to write the memo, use a simple Header, Body, Conclusion format to get your outline going.

Just a Reminder: Again another warning before writing the memo, choose your words carefully. The number of words you can use are very limited, thus increasing the importance placed upon each word. Remember to think about the important aspects of your memo. What is your point? What do you want your reader to do after reading this memo?

Introduction Portion of Your Memo:The first line in your introduction should state your subject and purpose. Often times this is just who you are writing to, or about, and why you are writing. Make sure the main point of the memo is inadvertently clear. Next you will want to provide brief background information that might be necessary for your audience to understand what you are writing about in context. In some cases it is also good to stress the importance of your subject in the introduction.

The Body of Your Memo will contain the bulk of what you plan to discuss. Try to limit the body paragraph(s) to need-to- know information. Excess information can lose the focus of the reader or distract from the main point. Body paragraphs are usually separated by topic. So if you have two topics, you will probably want two separate paragraphs to show the difference in topics.

Wrap it Up With a Conclusion: The conclusion should restate the main point, thank the readers, and look to future action. Restating the main point is simple enough, and to thank the readers simply show your concern and appreciation for your audience. In your last few statements you will want to address questions and future concerns. This can simply tell your readers where they can have their questions answered, and what they can expect from you in the future, (and when).

Now you know the best strategies to use when you write your persuasive and efficient memos. Remember the key to a good memo is to use proper formatting, and careful word choice. The rest is just typing!