Which of the following should not be included in a memo?

Memorandums, or memos for short, are used in place of formal letters for internal communication. These may be used in the workplace to present information, to provide directions or reminders, or to propose an idea.  

While memos are often succinct, they can be very difficult to write precisely because you need to get straight to the point to get your ideas across. A poorly written one may confuse your superiors or your colleagues, and precious time may be wasted when they prepare their own memos to seek clarification on what you wrote. This article provides some tips that you can follow to impress your colleagues with your memo writing skill.  

Before you write 

Before you put anything on paper, consider the following first:

• Audience. Who are the intended recipients of your memo? Knowing your audience will not only allow you to identify who to address it to, but also determine the tone of the document you will be writing. 
• Purpose. The purpose of the memo will also affect how you write the document. Providing a list of instructions will require a more formal and professional tone, while an announcement regarding a company outing or party may be written in a festive manner.

Parts of a memo

Memo formats may differ depending on the workplace. Most, however, have the following parts: 

• Label. Some offices require for this document to bear the label “MEMORANDUM” or “MEMO” at the top of the page so that your readers will immediately know what type of document it is. However, not all workplaces have this rule. Do make it a point to study the standard memo format followed in your office so you can adjust accordingly. 
• Heading. The memo heading contains the following details:

1. To: This is where you write down the recipients of the memo. Addressees may be colleagues (do write their full names and job titles) or units or departments within the office. 
2. From: Write down your name and job title
3. Subject: Indicate the reason for the memo
4. Date: Note the complete date 

• Body. Use this section to provide the pertinent details regarding the issue at hand. Try to be as specific and concise as possible.
• Conclusion. The conclusion is usually just 1-2 sentences long and indicates what action you are expecting from the recipient of the memo. 

Tips to be effective at memo writing

Below are tips you can follow to make sure that you produce memos that are consistently well-written.

• Be SMART. Memos should be SMART – Specific, Measurable, Attainable, Relevant, and Time-Bound. Be clear not only about what you want to say, but what you expect your reader to do. 
• Don’t use informal language. Memos, by their nature, need to be written in a professional manner. As such, do avoid colloquial language.  
• Be succinct. As mentioned earlier, memos should go straight to the point. Avoid flowery language and adding unnecessary details so that your readers will know exactly what you’re trying to say. 
• Present the main point within the opening paragraph. Make it easier for your reader to understand what the memo is about by stating the gist of it within the first paragraph. Salutations are not necessary in memos. 
• Break down the memo. If your memo is long, consider breaking it down into smaller chunks to make it easier for your readers to understand what you want to say. Consider using subheadings to break down sections of your memo. If, you want to raise several points in your memo, you use bullet points to make it easier for your readers to understand each specific issue that you will bring up.  
• Don’t use emotionally-charged words or language. Never use emotive words, even when writing about issues such as a team member’s poor performance at work. Doing so will make your report seem subjective. Maintain professionalism by outlining the details using a detached but polite tone. For instance, instead of saying that a colleague shows “unprofessionalism”, you can instead provide concrete examples of his/her conduct to justify your memo.  
• Proofread. Before you release the memo, make sure that you proofread it to see if there are any factual, grammatical, or spelling errors in what you wrote. You may also want to review it to see if there is a way for you to simplify it further to make it more easily understood by your audience.

Practice makes perfect, so try to draft your own memos and ask a colleague to review them to hone your memo writing skills.

When you need to update your colleagues on important information or make an announcement at your workplace, a business memo can be an ideal way to address a specific audience in a formal context.

Watch the video below to learn how to write a business memo.

The basics of a business memo

While business memos and emails may look similar at first, a memo has some key differences. Memos are usually more formal than emails and are often used when you need to give your message a more official look. They can also be printed and distributed wherever this message would have the most impact.

Memos can be addressed to a single person or a group, so tailor your message to reflect the concerns of your audience. As with any business document, always remain professional and polite, even if you have to address a negative topic. An official memo is no place to single someone out in a critical way, so focus on facts and constructive plans for the future.

Writing a business memo

Business memos usually begin with a header section that lists recipients and other details in the following format:

• To: Include each recipient’s name and job title (for example, Miranda Lawson, Director of Marketing). If you're addressing a designated group, however, simply state the name of the group (for example, Accounting Department).
• From: Include your name and title.
• Date: Write out the complete date (for example, June 30, 2017).
• Subject: Make the subject brief and descriptive.

Most business memos skip the greeting (such as “Greetings, Ms. Lawson”) and immediately go into the body text. Whenever you start a paragraph in a memo, always put the main point of that paragraph first, as this makes your writing direct and easy to follow.

Generally, memos don’t include a farewell (such as “Sincerely, Tonya”), but it may be appropriate depending on your message or your company’s style. If you do include a farewell, make it brief.

Revision

As discussed in the Business Writing Essentials lesson, revision is vital for any quality document. Read over your writing to cut unnecessary material, clarify your main points, and proofread for grammar and factual errors. And before you submit your memo to your audience, consider getting feedback from a colleague to ensure your message is effective and professional.

Examples of business memos

Let’s explore a few business memos to see this lesson in action. We'll start with an example of a poorly written memo.

The example above is not acceptable. The body is unclear and rambling, there’s no subject line, and the main point of each paragraph is difficult to find. The message itself is also incredibly unprofessional, especially because it calls out a single person in a negative way.

Now let’s look at a stronger example.

This is much better! The body is concise and clear, and the main point is the first sentence in each paragraph. There’s also a strong subject line, and the message stays professional despite sharing negative news.

Whether you’re detailing a new policy change or updating staff on a new procedure, business memos are a powerful way to distribute information among your colleagues. As you practice and study, your memos will become more efficient and polished.

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