The memorandum (or memo) is a common form of business communication. Memos are written by everyone from junior executives and engineers to CEOs. Even in this age of e-mails, mastering the memo format is important, because good professional e-mails and good memos communicate information in exactly the same way.
Memo format
Unlike letters, which include inside addresses, salutations, and complimentary closings, memos have just two sections: the heading and the body. A memo’s heading includes the following information, usually organized like this:
Date: June 8th, 2009
To: Operations Manager
From: Marc Garcia, Logistics Manager
Subject: Marketing plan -- shipping more cement to the
The subject line of the memo should be short but accurate; since it often determines where or how the memo will be filed or even if it will be read.
Memo Content
A good business memo is informative but short. It should have a clear purpose. It should take the reader’s needs and knowledge into account. And, it should be carefully organized.
The memo’s purpose
Before you start writing, think about why you are writing your memo. What do you want your memo to accomplish? Are you just sharing information? Requesting a meeting so that you can discuss the memo in more detail? Requesting something more, such as money or staff? Make sure that your memo explains its purpose to the reader.
Organizing the memo
1. Introduction
Most memos begin with a one- or two-sentence introduction of the issue you are writing about and the reason you are writing (the memo’s purpose).
2. Background
Then, depending on the reader’s needs (see above) most memos provide a short paragraph of background information.
3. List of issues or recommendations
Then, the memo lists the issues or recommendations and provides a sentence or two with each one.
