#Writing a memo professional#
This collection of high-quality and easily customizable memo templates in Word is designed to save you time while giving your documents a professional appearance. Select a memo template that is sure to suit your personal, business, or group communication needs. Additionally, it’s important to think about who your audience will be and where your memo will be placed, shared, or displayed.Choose a memo template and create a high quality and professional document Take your time and make sure you’re following the correct format for the information you need to send out.
Writing a short and concise memo can be harder than it looks, but it’s worth the effort. A second set of eyes can help you catch any errors or weed out unnecessary information. Consider passing it along to another trusted friend or co-worker. You’ll be surprised at just how much you’ll take out and rewrite by the time you’re finished. You can write as many drafts as you need to, just make sure you edit and shorten your memo before you send it out. Start by getting down all your initial thoughts for the memo that you’re planning to send out in a draft before writing the final draft. Think of a memo as a billboard - you only have so much time to capture your audience’s attention. Don’t go out of your way to explain each and every point that you’re trying to make. Since a memo often contains information that’s meant to bring people up to speed about a meeting or an upcoming event, make sure that you keep to the message. Another thing to avoid is overly polite language, which can end up being too wordy. Keep your language as simple as possible and avoid any jargon or euphemisms of any kind. This won’t only work against you but can cause your memo to be unnecessarily long (since a lot of jargon requires follow-up information to emphasize or explain). It’s very tempting to write a memo with lots of jargon in it, especially if you’re in a supervisory position and feel the need to stamp your authority. This kind of writing is not only easy on the eye, but it helps you keep your sentences short and precise. Use bullet points often, especially if your memo will cover different issues under the same subject. Use Bullet Pointsīullet points are a great way of summarizing the main points of your memo, as opposed to acres of blocky paragraphs. Consider your introduction to be the thesis of your note - letting your readers know where your memo is headed. Avoid any salutations or long-winded introductions of yourself and your position in the company. Write a Clear IntroductionĬapture the gist of your entire memo in your introduction sentence. Here are a few pointers to keep in mind as you do this. Whatever the case, a memo should be kept short and the message to the point thanks to the varied audiences it serves.
This is because memos could be printed out and stuck on notice boards anywhere in the office, or sent discreetly to the intended audience. Writing a memo essentially involves sending out a message that could be read by both your intended audience, along with anyone else that comes across it. Usually, the body of a memo shouldn’t exceed one page. Additionally, the language should be professional and as simple as possible. This part of the memo is what includes all the information you want, sent out in clear and concise language. Naturally, the body of the memo falls underneath the subject line. Additionally, this section should capture the overall message the memo is sending without any ambiguity.
It should also be written in a professional voice. This section should be summarized quickly and not too long. The subject is usually what the memo is about. Whatever format you choose to use, or that your organization uses, it should contain the year and the month as well as the day. This line should contain the date when the memo was sent out. Just like with the address or ‘To’ line, don’t use shortened names or unofficial names. It could be the General Manager, Head of Human Resources, or someone from any department for that matter. As the title aptly describes, this line references the name and position of the person who’s writing or dictating the memo.
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