A business memo, short for the word memorandum, is an official document used to communicate the information within the organization.
In this article, we will discuss how to write an effective memo. There will also be a business memo template and some samples.
What is a business memo?
A memo is a simple document or note distributed in the organization internally to ask or provide the information. It allows companies to disseminate the information in a less formal yet professional way.
Memos are often used to announce the company’s new policies, update on transfers, or send an invitation for the staff party.
A business memo is direct, brief, single-subject, and a clear document, unlike business letters. These can be addressed to a single person or a group, or the whole company.
You can write an official memo with the help of a business memo template and the below-mentioned tips. effective
Tips to write a business memo
As mentioned above, a business memo is direct, brief, and easy to understand. Here are some do’s and don’ts to keep in mind
1. Get to the point immediately
Try to get to the main point straightaway. Structure the business memo in such a way that the vital information comes at the beginning.
2. Use headings and bullets
It is best to divide the memo body into different paragraphs. It will be easy for readers to scan the information, and if you have several points to cover, write them as a bulleted list.
3. Focus on one point
Keep the memo focused on the main point. If you want to provide additional information to the readers, give the link to other resources. The length shouldn’t be more than 1 or 2 pages.
4. Keep the language positive
You are writing this business memo to provide information to your co-workers and keep the language positive and concise. A short and clear sentence helps to build your credibility.
5. Communicate the message in the subject line
The subject line should clarify the purpose of the memo. Tell the readers what they can expect from the document.
6. Break down your information in the body and conclusion paragraph
The body paragraph is to inform the employee of the main information and how it affects the company. Use the conclusion to show your gratitude towards their hard work.
7. Use a business memo template:
Create a business memo template and share it with your colleagues. When you have found a template that works for you and your organization, use it in the future.
Business memo template and structure
To: Name of the person
From: Your Name
Date: Month, Day, Year
Subject: Be specific about the reason behind the memo
Use the first paragraph to describe the reason for writing this business memo. It needs to be as clear and concise as possible. It needs to be short and clear the purpose instantly.
If you need to provide any additional information, break the body section into two or three paragraphs. It is advisable to summarize the information using a bulleted list.
Conclude the memo and suggest action. If you want employees to take any necessary actions, make sure to include them as well.
***Remember memos don’t have a complementary closure or signature. The document ends with a call to action.
You can use the above business memo template to write a memo. Here are some samples to help you out
Business Memo Samples
1. Business Memo to call for a meeting
2. Business Memo to announce employee promotion
3. Business memo to ask for excellence award nominees
Business memo templates and samples can be a great help to communicate information within an organization.