How to Write a Memo – Outline & Structure

Introduction

In this article, we will discuss how to write a memo. Memos are a good way to communicate. They are important to communicate big decisions or policy changes to either the employees or colleagues. It is significant to take time to craft an honest memo. This should be done to ensure that your message comes across the way you’d want it.

How to write a memo
Image by Gino Crescoli from Pixabay

Here is a step by step guide on how to write a memo:

1) Type “MEMORANDUM”

This should be written at the beginning of the page. Label the page “MEMORANDUM” 1.5 inches which is 3.8 cm from top of the page. In addition, the word, “MEMORANDUM” should be typed in bold. You can either centre align it or even left-align it. It is also necessary to make the font larger for this word. Use double-space between the line. Lastly, there will be a subsequent line of the heading.

2) Address the recipient

The recipient should be addressed appropriately. A memo can also be termed as proper business communication. For this reason, you need to address the reader formally as well. Use the full name and title of the person to whom you shall be sending the memo. But, if you need to send a memo to the entire staff, then you could possibly write; “TO: All Employees.”

3) Adding additional recipients within the CC line

The “CC” line, usually referred to as “Courtesy Copy” simply indicates who will receive a “Courtesy Copy” of the memo. It is to be noted here that this is not the person to whom the memo is directed. But it is often somebody who may need to remain informed about the policies or issues that you are writing about in the memo.

4) Name in the “From” line

The heading should include the people writing and sending the memo. Your full name and job title are entered along in this line.

5) Add date

Include the date. Write the date in an appropriate format. Spell out the month then include the date and year. Such as;

“DATE: January 5, 2020” or,

“DATE: 5 January 2020.”

6) Subject line

Choose a particular phrase for the subject line. It gives the reader an idea about the memo. Moreover, be specific yet concise.

For example, instead of writing, “Files,” for the subject, be more particular by writing, “Problem of sorting files in the Office.”

7) Formatting of the heading

You should align the heading to the left of the page. These words should be capitalized:

“TO:”

“FROM:”

“DATE:”

“SUBJECT:”

A sample heading looks like:

TO: Recipient’s name and job title

FROM: Your name along with the job title

DATE: Complete date as mentioned above

SUBJECT: (also referred to RE:) What the memo is actually about.

When constructing the heading, remember to double space the sections and align the text accordingly. You may even feature a line below the heading. This line goes all the way across the page in order to help separate the heading from the body of the memo.

What to write in paragraphs?

Paragraph One:

In the first paragraph, you should be eager to quickly state the aim of your memo. Moreover, it should be clearly defined.

For instance, you can possibly begin your opening sentence with the phrase, “I am writing to inform… ” or “I am writing to request that… “.

A memo should be short. In addition, it should necessarily be clear and to-the-point. Try making it as brief as possible. You should be quick to deliver the most vital information in the beginning. Later, use the following paragraphs as opportunities to dive into more details.

Paragraph Two:

In the second paragraph, you should deliver the context. So, write about the supporting pieces of evidence.

For example, your memo tends to inform the company of an inside re-organization. If this is often the case, paragraph two should include something like, “As this organization continues to expand, we have reached the decision to separate our video editors from the content team. Moreover, this will help the two teams focus more on their individual goals.”

Paragraph Three:

In the third paragraph, incorporate your specific request of each employee. In order to do that, you should add information regarding the requests of the employees.

For example, if you are planning a one or two day(s) trip, you can include this in the relevant space, “Kindly RSVP with the restrictions,” or “Kindly mail me the questions, if any.”

In contrast, if you want to inform the staff of upcoming construction to the building or anything related to their salaries, for example; you’d possibly write, “Your cooperation will be appreciated!” If you expect that the employees will not show any optimistic response then it is helpful to add how you hope them to handle the situation well.

Conclusion

Memos have a twofold purpose. They highlight problems. And later, they solve problems.

Memos achieve goals by informing the reader regarding new information. The information can be related to change in policies, price increase or decrease, persuasion of the reader to require an action such as to attend a gathering or change a current office situation.

So, this is how you can write a memo. Check out this article on how to write a formal business letter.

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