How to Write the Right Memo
A memorandum or a memo is a form of a business letter, that is less formal and shorter, and is used in a project group or a company. A memo is usually printed on a blank sheet of paper or a special internal reference form sheet. A person writing a memo must follow all grammar and lexical rules.
A Memorandum Composition
A memo consists of the following set features:
- the memo heading
- the heading segment
- the opening segment
- the closing segment
- the necessary attachments
- The memo heading is always the word Memorandum without quotation marks or a period at the end.
- In the heading segment one should indicate to whom, from whom, when, and what is the subject of a memorandum...
- TO: (names and positions)
- FROM: (your name and position)
- DATE: (name of the month is usually written with words or you can use authorized abbreviations, but not numbers)
- SUBJECT: (the theme must be clear and precise)
- The opening segment is the goal of the memo, which is normally presented in three paragraphs:
- Context or problem
- The task to be solved
- The goal of the memorandum itself
- The closing segment summarizes everything mentioned above or proposes to discuss the problem.
- If there are any additional attachments, you must inform about it.
E.g., Attached: Some Complaints Regarding the Product, December - July 2019.
A memorandum shouldn't be longer than one page. Everything that makes it longer should be used as an attachment.
- The standard memorandum has 2.5 cm margins on all sides. The text is left aligned.
- Paragraphs can be formatted in two ways - either indentation on the left, or spaces between paragraphs. Do not use both at the same time.
- The memo heading can be separated from the main body by a dash.
The Key Moments in Writing a Memorandum
- Think about your audience and be attentive. A memorandum should be easy to read and understand. Make sure you have a good idea of the people you write to. Never start writing a memorandum without imagining your audience.
- Avoid complicated sentences. One thought should be represented by one sentence.
- Follow the format of the memorandum, omit the introductory and conclusion parts.
- Always indicate if there are any attachments to the memo.
- Use the business style: speak in the first person, use simple and understandable words, be informal within acceptable limits, be specific, and accurate.
- Always read a memo before sending it or ask someone to read it.