Business memos are written to an entire office.

When writing business memos make sure to clearly mark for whom the memo is intended, the reason for writing the memo and who is writing the memo. Memos tend to inform colleagues of office and procedural changes that apply to a large group of people. They often provide instructions using the imperative voice. Example Memo From: Management To: Northwest Area Sales Staff RE: New Monthly Reporting System Wed like to qui kly go o!er some of the hanges in the new monthly sales reporting system that we dis ussed at Mondays spe ial meeting" First of all# we$d on e again like to stress that this new system will sa!e you a lot of time when reporting future sales" We understand that you ha!e on erns a%out the amount of time that will %e initially required for inputting your lient data" &espite this initial effort# we are onfident that you will all soon en'oy the %enefits of this new system" (ere is a look at the pro edure you will need to follow to omplete your area$s lient list: )" *og on to the ompany we% site at http:++www"pi klesandmore" om ," -nter your user .& and password" These will %e issued ne/t week" 0" 1n e you ha!e logged on# li k on 2New 3lient2" 4" -nter the appropriate lient information" 5" Repeat steps 0 and 4 until you ha!e entered all of your lients" 6" 1n e this information has %een entered# sele t 27la e 1rder2" 8" 3hoose the lient from the drop down list 23lients2" 9" 3hoose the produ ts from the drop down list 27rodu ts2" :" 3hoose the shipping spe ifi ations from the drop down list 2Shipping2" );" 3li k on the 27ro ess 1rder2 %utton" As you an see# on e you ha!e entered the appropriate lient information# pro essing orders will require N1 paperwork on your part" Thank you all for your help in putting this new system into pla e" <est regards#

Management

Important Points to Remember

Use the following structure to begin a memo: MEMO rom: !person or group sending the memo" To: !person or group to whom the memo is addressed" RE: !the sub#ect of the memo, this should be in bold"

The term $memorandum$ can be used instead of $memo$. % memo is generally is not as formal as a written letter. &owever, it is certainly not as informal as a personal letter. The tone of a memo is generally friendly as it is a communication between colleagues. 'eep the memo concise and to the point. (f necessary, introduce the reason for the memo with a short paragraph. Use bullet points to e)plain the most important steps in a process. Use a short thank you to finish the memo. This need not be as formal as in a written letter.

Memo Writing
Memo writing is something of an art form. % letter is not a memo, nor is a memo a letter. % memo is a short, to the point communication conveying your thoughts, reactions or opinion on something. % memo can call people to action or broadcast a bit of timely news. With memo writing, shorter is better.

Basic Formats
Memos can be approached in different ways depending on your purpose: *. Decide i it!s to be pers"asi#e or in ormati#e. % persuasive memo engages the reader+s interest before issuing a directive, where as an informative memo outlines the facts and then re,uests the reader+s actions. -. $learl% state the p"rpose o comm"nication in the s"b&ect line. Most memo formats have the basics of the header, like .to,/ .from/ and .date/ in place. But you have a responsibility to make the sub#ect line as descriptive as possible so the

reader understands the intent. % memo simply titled .0acation Time/ might appear to be good news 1 until the document e)plains that vacation time won+t be granted unless first re,uested in writing. Thus, a better memo title might be .2ew 0acation Time 3e,uest 4olicy$. 5. Write memos with p"rpose and ma'e that p"rpose 'nown in the irst paragraph. 6. 7. ()I)*)*) + (eep It *imple, *ill%. Most memo formats accommodate one page of information. This means that the topic details should be concise, with clear directives and contacts for follow8up. (f it+s a comple) topic e)tending into multiple pages, still keep the language as direct as possible, add headings or bullets to guide the reader and conclude with a summary paragraph of key points. 3einforce the reader+s necessary action. %t the end of the memo, specifically direct the reader to the desired action.

Parts o a Memo
There are three basic reasons to write a memo:

to persuade action to issue a directive or to provide a report.

3egardless of your purpose, memos are generally divided into segments in order to organi9e the information and to achieve your intention.

,eading
T:: !readers; names and #ob titles" <<: !any people you are copying the memo to" 3:M: !your name and #ob title" =%T>: !complete and current date" ?UB@><T: !what the memo is about, highlighted in some way"

Make sure you address the reader by his or her correct name and #ob title. Be specific and concise in your sub#ect line.

Opening *egment
The gist of a memo should occur in the opening sentencesAparagraphs. (t;s a good idea to include some information about the conte)t, a task statement and perhaps a purpose statement.

Disc"ssion *egments
The discussion segments are the parts in which you get to include all the #uicy details that support your ideas. 'eep two things in mind: *. Begin with the information that is most important. This may mean that you will start with key findings or recommendations. -. ?tart with your most general information and move to your specific or supporting facts. !Be sure to use the same format when including details: strongest888 Bweakest." 5. or easy reading, put important points or details into lists rather than paragraphs when possible.

$losing *egment
%fter the reader has read your information, you want to close with a courteous ending stating what action you want your reader to take. Make sure you consider how the reader will benefit from the desired actions and how you can make those actions easier. or e)ample, you might say, $( will be glad to discuss this recommendation with you during our Tuesday trip to the spa and follow through on any decisions you make.$

Examples

Pers"asi#e Memorand"m
To: Mary McCee, %listair Warwranka, Ceorge Dipton <<: =orothy Barrie rom: The Boss =ate: @une *, -EEF 3e: 2eed for 2ew Memo ormat (+ve noticed that we don+t seem to be able to communicate important changes, re,uirements and progress reports throughout the company as effectively as we should. ( propose developing one consistent memo format, recogni9able by all staff as the official means of communicating company directives. While ( know this seems like a simple solution, ( believe it will cut down on needless e8 mail, improve universal communication and allow the staff to save necessary information for later referral. 4lease talk among yourselves to determine the proper points of memo writing and return the input to me by *- noon. ( will then send out a notice to the entire staff regarding the new memo format. Thank you for your prompt attention to this.

Directi#e Memo
To: %ll ?taff rom: The Boss =ate: @une *, -EEF 3e: 2ew Memo ormat >ffective @une * (n order to make interoffice communications easier, please adhere to the following guidelines for writing effective memos:

<learly state the purpose of the memo in the sub#ect line and in the first paragraph. 'eep language professional, simple and polite. Use short sentences. Use bullets if a lot of information is conveyed. 4roofread before sending. %ddress the memo to the person!s" who will take action on the sub#ect, and << those who need to know about the action. %ttach additional information: don+t place it in the body of the memo if possible. 4lease put this format into practice immediately. We appreciate your assistance in developing clear communications.

(f you have any ,uestions, please don+t hesitate to call me. Thank you.