How To Write A Memo

Not sure how to write a memo? While you can always rely on memo software to guide you through the process, it's good to know the basics of writing an effective business memo. The whole function of a memo is to convey or request information in a formal manner. In the corporate world, memos are used for a variety of purposes: to pass on information to large groups of people, to forward on important information, to document information or proposals or to convey any kind of information in a manner that is intended to be recorded or forwarded.

A memo is official business, the very opposite of an off-record, personal conversation about something. Memos are considered official documents in the corporate world. As a result, they may be used in courts of law or even released to the press as evidence of particular goings-on. For that reason, you need to put in a little more effort than you would with a meeting handout.

If you use Microsoft Word, you can open a new document, and then click on the memo template for an automatic memo set-up page. However, it's easy to write out your own memo by using this format:

Header: Write in the header in the upper left hand corner, and include the following information:

To: Name of the person receiving the memo
From: Name of the person writing the memo
Date: Write out the date

Re: Concisely describe the official purpose of this memo

Summary: Next, you'll write a concise summary of the information presented in the memo. This should be relatively short and easy to read.

Discussion: Now you can write all the details you like. Provide details that support the summary statement and explain your motivation, drive or need.

Call to Action: Explain what you want your reader to do after he reads your memo. For example, if this is a meeting memo, ask the reader to RSVP.

Now send off your memo! Just remember to keep your tone professional and the prose succinct.