Are you working with an organization or any small business? Do you how to directly communicate with your staff by writing short letters? You actually need to know about the memorandum. Through a memorandum (business-oriented flair), a short form of a memo, you can make your staff up-to-date and easily communicate with them within your workplace. As your small business or organization develops, you are likely to have write memorandums for the written communication purpose. Basically, it is used in the offices to highlight the interoffice or intercollege correspondence, request permission to do something from the upper level exceptive, keep informed on personnel transfers, proclaim a new policy, or for any other internal issues. Generally, it is the most common and easy form of business communication. You might know business letter formats but the format of the memorandum is dramatically different.
In past decades you were likely to print out the memo and hand out it to the business partners or relevant parties inside your small business to let them know the updates, right? When it comes to a memo, there is no need for signature or salutation because its main purpose is to covey needed information via email message (mentioning important information to colleagues in a quite simple and easy way to demonstrate your business communicates know-how and professionalism) and lead into a call to action efficiently and quickly as possible. However, it is one of the effective ways to address unofficial and informal guesswork and to tell noticeably all employees about the new and future happenings or what is going on with a certain matter.
Why memorandum?
The goal of writing a memorandum is to tell everyone that something is coming up and we need to do something, also make an assumption that people could easily end up reading it. A memo letter could range from a prompt to get overhead reports turned by the end of the month or final sales push before the end of the quarter. Additionally, it may go to an outside people such as customers, if it is reportage of routine matters needful call to action, such as due bill payments. Limit the subject of the memorandum to the specific matter at hand that you want people to act on easily and quickly.
How do you write a memo?
As you know that there are multiple methods how to write a business letter, but you need to be focused while writing a memorandum by following certain guidelines.
Generally, the format of the memorandum should be the same but the content and the tone can change according to the matter or situation. For instant writing, a memo for organizing a get to gather party will have a much more cheerful tone the memorandum having some serious issues of calling employees to do something due to a downfall in business. Your memo should be to the point, in an extremely crisp and businesslike tone (professional manner). Emotional languages should be avoided while could writing a memo letter, such as, “I would be happy if you guys work on new business strategies.” Or I’m sorry to inform you this much late.” It is always better to share the information straightforwardly without wasting your colleague’s time by being overlay informal.
Therefore, the memo letter must be started with a statement of purpose: “I am lettering to notify you…” “The perseverance of this memo is to…” After this summarize the relevant information to the matter at hand. In addition to it, you can close the letter with a call to action. Always make sure that the memo letter is grammatical-error-free. Cherry-pick easy-to-read fonts such as an Arial or Times New Roman.
Elements of an Effective Memorandum:
Whenever you are up for writing a memorandum, always take the four-step methodology to letter: propose what you want to say, compose a draft, review the draft, and edit.
- You must grab the reader’s attention
- Do provides information or makes a recommendation
- Uphold your position or enlightens benefits to the reader
- Announce next steps or goals and extensions
How long should a memo be?
It is to be noted that the most important rule of writing a memo is that less is more, which means it should be very precise and point quickly. The memorandum should runs over one page because a short and to-the-point letter is quite digestible, you can split the memo by using headings to highlight the matter. Quality matters, not quantity.
Sample memorandum
A sample memo might look like this:
MEMORANDUM
To: All Team
From: Chris Smith, CEO
Date: March 13, 2021
Subject: NewTech Software Issues
I came to know that many employees are having issues using our recently introduced NewTech sales management software. Many of you stopped using it altogether. The perseverance of this technical software is to help you focus within your jobs, make things easy, less time taking and error-free work. Anyway, you people can hold off using it until we resolve this technical issue as soon as possible.
Conclusion
- Sum up the main idea, suggests or requests action
- Memorandum does not have a complimentary close or signature line
- Memorandum ends with a call to action