how to write a memorandum essay

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How to write a memo: 8 steps with examples

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What’s a memorandum?

How to write a business memo in 8 steps, when to write a memo, 5 examples of memos, unleashing the power of effective memos.

Whether you’re planning a meeting or working on a project with dozens of moving parts, effective communication is the key to success. 

But it’s hard to keep everyone in the loop all the time. You can’t always host a 1:1 meeting or talk to coworkers face-to-face when new information arises. Sometimes, all you need is a short notification that alerts everyone at the same time — and does so quickly.

Memos provide a streamlined channel for internal communication. In a short space, you can share vital information with clarity and impact. Here’s the step-by-step process of how to write a memo with specific examples, from crafting a compelling header to including action plans and timelines.

A memorandum, also known as a memo, is a concise written message that quickly and efficiently shares vital information. This could come in the form of an email, Slack announcement, or a piece of paper on a bulletin board, depending on the workplace.

A well-structured memo offers lots of information in a short space. It does everything from announcing changes in company policy to providing vital project updates, all without wasting readers’ time. Anyone can write an email, but memo-writing is a learned skill that takes time to truly perfect.

To create a succinct and comprehensive memo, formatting is key. Just like a professional email , every piece of information plays a role in making the memo easily digestible and actionable — from subject line to salutation . 

Here’s a step-by-step approach to ensure your messages are both effective and clear:

1. Start with a header

To set the stage, always start with a comprehensive header. The header should include the date and the general subject, along with who the memo is to and from. These elements offer context and ensure that readers quickly grasp the basic premise, aiding quick decision-making about the action they need to take.

2. Craft a clear objective statement

The first paragraph of your memo should directly express its purpose in an objective statement or problem statement . This not only helps the recipients understand the memo's relevance, but also ensures they grasp its intent swiftly.

Think of a cover letter . The first line is usually something like “I am writing to…” A memo should have the same clarity so readers immediately know what they’re looking at and why.

3. Provide a comprehensive body paragraph

The body of the memo is where you'll develop your main points, so it should be as comprehensive as possible despite the short space. Always start with critical details as early as possible, then move towards less significant but still pertinent information. 

To enhance readability, structure the body using bullet points or numbered lists. And remember to stay away from unnecessary jargon that may confuse your readers. A memo’s goal is brevity, so make sure it’s easy to understand.

4. Provide background information

If your memo references previous events, circumstances, or memos, include a brief background section. This provides context, orients your readers, and ties your current communication to past events or actions, offering a holistic understanding of the situation at hand.

5. Include action items and timelines

Memos often need to include a call to action that tells readers what to do next, whether that’s to acknowledge receipt or find a meeting room ASAP. Clearly define the steps they need to take, identify the parties responsible, and specify the deadlines for these tasks.

By doing so, you encourage accountability and create a shared understanding of expectations, fostering a more organized and efficient work environment .

6. Add a summary

If your memo tackles a complex issue or is particularly lengthy, add a short conclusion to summarize the most important points. In the absence of face-to-face cues, reiterating the main points through a brief summary reinforces the essential elements of your message, aiding comprehension.

7. Include your contact information

As hard as you may try, communication isn’t always clear. People might have questions about what to do next, and failing to provide a clear path toward those answers could add unnecessary hurdles. 

To avoid this, always add your contact information at the end of your memo, whether that’s your desk location or your Slack handle. This lets your colleagues reach out if they have questions or need further clarification on any points.

8. Add attachments if necessary

If you reference other documents, graphs, or materials, either attach them or provide accessible links. This ensures that your readers have all the resources at their disposal to fully understand and act upon the memo. Linking out also keeps you from adding too much information to the memo itself.

According to Gallup’s 2022 State of the Global Workplace Report, 41% of employees wish they could change their company’s engagement or culture . And communication falls into that category. Meetings, emails, and effective memos all support the interactions that uplift strong culture .

Knowing when to write a memo helps you choose the right type of communication for the situation and avoid information silos . Here are some scenarios where memos shine:

Inform about company policies or changes: If your organization is undergoing changes in policies, procedures, or strategies, a memo is an excellent way to update staff. It ensures uniform understanding and gives everyone the chance to ask questions as soon as possible, saving time and stunting the spread of misinformation.

Raise awareness about an issue: If a significant issue is impacting your organization's functioning, a memo brings it to everyone's attention. In this situation, a memo is also vital for overall engagement and the employee experience because it keeps people in the loop on important issues and reinforces the value of their contributions.

Provide updates on a project: Memos are a great tool for informing stakeholders about a project's progress, timeline adjustments, or resource requirements. Informing everyone of all the project's deadlines and ongoing developments prevents roadblocks and helps projects run smoothly.

Make a request: A memo effectively communicates formal requests, including those for resources, approvals, or feedback . By clearly articulating the reasons and potential benefits of your request, a memo acts as a persuasive tool for support or approval. It can also anticipate and address possible questions.

Recognize employee achievement: Memos are also a method for acknowledging outstanding employee performance a nd achievements like a promotion . This has the multipurpose effect of expressing recognition for hard work while emphasizing company values , boosting morale , and fostering a positive work environment.

To help you better visualize how to write a good memo, here are five memo examples for different situations:

1. Change in policy memo 

This example not only outlines changes in company policy, but also explains the reasons behind the change. It encourages questions and tells readers exactly where to go for more information, offering transparency and support.

To: [person or department name]

From: [person or department name]

Date: [insert date]

Subject: [subject] Policy Change

I'm writing to inform you of an important update regarding [policy]. Effective [date], we will be implementing changes to [specific details of the policy changes].

The purpose of this change is to [explain the rationale behind the change and its benefits]. We believe that these adjustments will contribute to [goal].

Please take the time to review the attached document outlining the updated policy in detail. Should you have any questions or concerns, feel free to reach out to [contact person or department].

Thank you for your attention to this matter.

Best regards,

2. Project update memo

An update memo keeps everyone informed about a project's progress, any changes to the original plan, or any challenges along the way. This ongoing communication helps preempt problems and ensures everyone is working towards the same goals.

Subject: [project name] Update

Here’s an update on the progress of [project name]. Here are the key developments since our last update:

• [a summary of tasks and milestones]
• [any challenges or issues and how they were resolved]
• [any adjustments to the project timeline or scope, if applicable]

Overall, we’re making steady progress and remain on track to meet our goals. Please stay vigilant and continue to give your best effort to ensure the successful completion of this project.

If you have any questions or need further clarification, please don't hesitate to reach out to me. Let's keep up the excellent work!

3. Issue alert memo

This type of memo raises awareness about a specific issue affecting the company, a department, or a specific project. Besides highlighting the problem, it may also suggest potential steps to address it, encouraging proactive problem-solving within the organization.

Subject: [subject] Issue

I'm writing to bring your attention to an issue with [subject]. It has come to our attention that [describe the issue and its impact on the company or employees].

We understand the potential challenges that this may pose and are actively working on resolving the situation. In the meantime, we encourage everyone to [provide any necessary instructions or precautions].

Rest assured that we’re taking this matter seriously, and we will keep you updated on any progress or further instructions. If you have any insights or suggestions related to this issue, please share them with [contact person or department].

Thank you for your understanding and cooperation.

4. Request memo 

A request memo formalizes a need for resources, feedback, or approval. By clearly outlining the reasons behind the request, you effectively communicate the need for these items and the impact they could have on the team.

Subject: [specific request]

Hi [person or department name],

I hope this message finds you well. I'm writing to formally request [specific request]. This is because [provide a concise explanation of the request, including its importance and potential benefits for the company].

I’ve attached a detailed proposal outlining the specifics of the request, including [details, supporting data, and relevant information]. 

Should you have any questions or require further information, please don't hesitate to reach out to me. I appreciate your attention.

5. Employee recognition memo

According to data from Gallup, employees who don’t experience enough recognition are twice as likely to say they’ll quit in the next year .

A memo is a quick way to give kudos and celebrate an employee's achievement or contribution to the company. Not only does it express appreciation for hard work , but it also boosts morale and fosters a healthy environment for everyone.

Subject: Quick kudos

Let’s all take a moment to appreciate [employee name] from [department/team]’s exceptional performance and dedication. They have consistently demonstrated [specific achievements, qualities, or contributions].

Their hard work and commitment to excellence have been truly remarkable and deserving of recognition. [employee name]’s efforts reflect positively on the entire team and contribute to our overall success as a company.

Please join me in congratulating [employee name] for their outstanding achievement. We appreciate their continued dedication and professionalism. Let's celebrate this milestone and continue to inspire and support one another in our respective roles.

Warmest congratulations once again!

Mastering how to write a memo is an essential skill in the corporate world because it lets you convey a message with clarity and simplicity.

Whether you're drafting a project update or learning how to write a memo to your boss, you can become a better communicator and break down silos. Never underestimate the power of a well-structured and purposeful memo.

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Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

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The ultimate guide on how to write a memo essay.

Memos, short form for memorandums, are common types of communication, especially in business settings. In practice, people use memos to provide directives, answer questions and provide information. It is a brief message from a person, department, or company to another. So, when you are faced with a memo essay type of assignment, how do you go about it?

This post is a comprehensive guide on how to write a memo essay to help you become a pro writer. We will also provide you with the definition of a memo, sample, writing tips, and answer the question: “What is memo format?”

What is a Memo?

Before diving into the mechanics of writing a memo essay, it is important to start with the basics.

A memo is a short written notice usually done by management of an organization to address a specific issue.

Memos can be classified into several groups:

• Directive memos.
• Status memos.
• Field report memos.
• Response memos.
• Suggestion memos.

In an academic setting, a memo is a form of academic assignment used to help students hone their communication skills. You will need these skills later when you work in companies or government departments.

How to Write a Good Memo Essay

The secret to writing a great memo is ensuring you are as clear as possible. In many cases, memos are written to address specific issues. Therefore, your selection of words, sentences, and the message should be as clear as possible. Here are some useful tips to help you write a top-notch memo style paper.

• Keep the memo short: If you make the memo lengthy, it will become tiresome, and the message might not be delivered as anticipated. Therefore, summarize the memo as much as possible without omitting any detail.
• Make sure to use simple English: The goal of a memo is to ensure that even if the target audience takes a single glance, the message will be delivered. Therefore, avoid jargon and complex sentences.
• Use captivating heading for the memo: An attractive heading will easily attract the audience. For example, you can bold the heading or use a highly reflective color.
• Avoid grammar and sentence errors: Like any other type of academic writing, you need to ensure that your memo does not have errors such as typos, clichés, and running sentences. Therefore, make sure to proofread the memo essay so that the grammar is okay and message clear.
• Hone your skills: To be able to write a good memo, it is important to practice your writing skills as much as possible. Therefore, make sure to check and follow another top memo essay example to see how experts do it.

Memorandum Essay Format

When you write a memo and post on a board, what distinguishes it from others is its format. As you sit down to craft your memo, it is crucial also to learn how to write a memo format. So here is one of the best formats for writing your memo:

The heading comes at the top of the page and should be done in bold letters. You should use the header to give the document identity.

• Recipient address

Below the header, you should provide the address of the recipient. Make sure to be official and write a specific name or group of people targeted by the memo.

After writing the sender details, you should indicate the sender. Ensure to write your name as well as your position in the organization.

The date of the memo should come immediately below the sender’s details. Note that this highlights when the memo was sent and should help to distinguish it from other memos on the notice board.

The title follows the date and helps to indicate what the memo is about. By simply looking at the title, readers can have an idea of what the memo is talking about. Make sure to align the heading content to the left and use the right spacing.

When it comes to the body of the memo, you should try to keep it short by sticking to the main point. Here are some useful points to help you write the body of a memo essay:

• Think about your readers. These are the people you are the addressee in the memo. Once you understand the targeted readers, make sure to use the right language that suits them.
• Go straight to the point. After deciding the goal of writing the memo, leave out salutations, and go directly to the point.
• Provide a small background about the issue at hand. Once you address the problem under consideration, offer some reasons for the implementation of your recommendations. This can be in the form of bullets or numbers.
• Close the memo with a summary. This is a summary of the points you have brought out in the memo. Make the summary as positive as possible.
• Lastly, sign the memo to make it look official.

Memorandum Essay Example

To provide you with a clearer picture of how to write a memo paper, take a closer look at the memo paper example below. Note how the header content is arranged and spaced.

MEMORANDUM To: All Students Pursuing Accounting Courses at the University. From: The Dean, School of Business, Date: January 7, 2020. Subject: Submission of Your Final Project. It has come to my notice that most of you are yet to submit the final year projects, which is very important at this juncture because it determines if you are going to graduate this year or not. In the past, I have seen this problem, and students came crying after discovering that they are missing from the graduation list. Note that your project accounts for 40% of the final grade and, therefore, should be taken seriously. On this note, the department has put a deadline of March 20, 2020. Students who will not have submitted their projects by the close of the deadline will have to wait for another full academic year before being able to graduate. You are advised to submit your project on time. We do not want you to suffer when graduation finally comes. Thanks in Advance Yours sincerely, Sign……. The Dean

When to Seek Writing Assistance

Using the above guide and sample, go ahead and start working on your memo. However, if you are finding it hard to craft the essay, do not hesitate to seek assistance. Often, students find it hard to write a memo format paper because of the following reasons:

• Tight deadlines.
• Poor writing skills.
• Complex topics.
• Other engagements.

No matter the reason making you feel nervous or stressed about memo essay, you should know that a helping hand is only a click away. Professional writing assistance is offered by experts who understand how to write a memo for a research paper and guarantee you top grades. You can never go wrong with expert writers.

Home ➔ How to Write an Essay ➔ Memo Essay

Memo Essay Guide

Memos, short for memorandums, are vital tools in business and academic environments. They serve as efficient methods for disseminating important information, updates, or instructions within an organization or a specific group.

In business contexts, memos play a crucial role in internal communications, often used to announce changes, share news, or clarify procedures. In academic settings, they can function as instructional tools or means to communicate administrative policies.

The purpose of a memo is to provide clear, concise, and relevant information tailored to specific internal audiences, ensuring everyone is informed and aligned with the organization’s objectives or academic guidelines.

Understanding the Audience and Context

Memos are primarily targeted at internal audiences within an organization or institution. They are read by employees, managers, and sometimes specific departments, depending on the memo’s content and intended recipients. The key aspect of memo reading is that it is usually reserved for members of the same organization or group, making it an internal communication tool.

Memos are used in various situations for internal communication in a company. They’re great for quickly sharing important news. This includes telling staff about new company rules or changes in how things work, like a new boss or different work processes. Memos are also handy for updating everyone on current projects or letting them know about events that are coming up. Basically, if there’s something important that needs to be clearly and quickly shared with the team, a memo is a go-to choice.

Format and Structure of Memos

The structure of a memo is straightforward yet essential for effective communication. It typically consists of three main parts: the header, body, and closing. Each section plays a crucial role in conveying the message clearly and concisely.

• To : List the recipients’ names and titles.
• From : Your name and title.
• Date : The date of memo issuance.
• Subject : Brief summary of the memo’s content.
• A concise summary of the memo’s purpose, usually one or two sentences.
• Background information and any necessary evidence supporting the memo’s purpose.
• Clear instructions or requests for the readers, outlining what actions they need to take.
• Detailed support for the memo’s purpose, including facts and arguments.
• Polite conclusion, reiterating key actions, or summarizing the memo’s main points.
• Summaries : For memos exceeding one page, a brief summary of key points.
• Attachments : Any additional documents or materials supporting the memo’s content.

The clarity and conciseness of language are paramount in a memo. Every word should contribute to the overall message, ensuring that readers can quickly grasp the essential points without unnecessary complexity. This straightforward approach respects the reader’s time and aids in effective communication within an organization.

Writing Style and Tone

The style and tone of a memo are key factors in ensuring the message is effectively communicated.

• Find the Middle Ground : Aim for a professional tone that remains approachable and easy to understand.
• Consider the Audience : Adjust the level of formality depending on the recipients and the context of the memo.
• Active Voice : Use active voice to make statements clear and direct. For example, “We will implement the new policy” rather than “The new policy will be implemented.”
• Simple and Direct Language : Choose words that are simple yet precise. Avoid jargon and complex terms that might confuse the reader.
• Be Concise : Keep sentences and paragraphs short to enhance readability and ensure key points stand out.

In summary, the writing style of a memo should be professional yet accessible, using active voice and straightforward language to convey the message effectively.

Selecting and Citing Content

Relevance and Selectivity

• Focused Content : Every piece of information in your memo should serve a clear purpose. Avoid adding superfluous details that can dilute the main message.
• Up-to-date and Pertinent : Use the latest information available, especially when discussing data, policies, or research findings. This adds credibility to your memo.
• Targeted Information : Tailor your content to the memo’s audience. Include information relevant to their functions and responsibilities if addressing a specific department.

Citation Guidelines and References

• Accurate Citations : For any facts, statistics, or direct quotes used from external sources, provide accurate citations. This upholds intellectual honesty and allows recipients to verify the information.
• Reference Page Format : In longer memos, include a separate page at the end listing all references. This should be formatted according to your organization’s guidelines, whether it’s APA, MLA, or another style.
• Consistency in Citation Style : Maintain a consistent citation style throughout the memo. This enhances readability and professionalism.
• Hyperlinks in Electronic Memos : If your memo is distributed electronically, consider embedding hyperlinks for online sources.

By ensuring relevance and accuracy in content selection and citations, your memo will be a reliable and respected source of information within your organization.

Practical Tips and Best Practices

Enhance the clarity and effectiveness of your memos with these practical guidelines:

• Effective Headings : Utilize headings to organize content, making it easier for readers to follow and understand the key points.
• Lists for Emphasis : Bullet points or numbered lists can be used to highlight important information or steps, making them stand out for quick reference.
• Concise Paragraphs : Aim for short paragraphs to keep the reader’s attention and make the memo easier to scan.
• Simple Sentence Construction : Use clear and straightforward sentences to ensure that the message is easily understood.
• Familiarity with Formats : Different organizations may have specific preferences for memo formats. Understand and adhere to these to maintain consistency.
• Flexibility in Approach : Depending on the memo’s purpose and audience, be flexible in how you structure and present the information. This could mean altering the tone, layout, or level of formality.
• White Space : Use white space effectively to prevent the memo from appearing cluttered.
• Font Choice and Size : Choose a clear, professional font and an appropriate size for ease of reading.
• Proofreading : Always proofread your memo for spelling, grammar, and punctuation errors.
• Consistency : Ensure consistency in formatting, style, and tone throughout the memo.

By applying these tips and best practices, your memos will not only be more effective in communication but also more professional and aligned with your organization’s standards.

How to Write a Memo Document

Creating an effective memo involves several key steps. Here’s a synthesized guide from the provided sources:

• Identify Your Audience : Understand who the memo is for and tailor your language and content accordingly​​.
• Write the Heading : Include “To,” “From,” “Date,” and “Subject.” Be clear and concise, especially in the subject line​​​​.
• Opening Statement : Begin with a brief summary of the memo’s purpose. This sets the tone and gives the reader an immediate understanding of what the memo is about​​.
• Provide Context : Offer background information and any relevant data. This helps the reader understand the situation or issue being addressed​​​​.
• Discuss the Main Points : Detail the key information, arguments, or data that support your message. Organize this section with clarity and precision to enhance understanding​​​​.
• Call to Action : Clearly state what you expect from the readers after they have read the memo. This could be a specific task, a request for information, or an invitation to a meeting​​.
• Closing Remarks : End with a courteous conclusion, reiterating any action required or summarizing the main points​​.
• Add Optional Elements : If necessary, include a summary (especially for longer memos) and any attachments that provide additional information or evidence​​.
• Review and Edit : Proofread for clarity, conciseness, and correctness. Ensure that the memo is free from errors and that the message is clear​​.
• Feedback : Consider seeking feedback from a colleague to ensure the memo effectively communicates its intended message​​.

Remember, memos should be concise, direct, and easy to read, providing vital information quickly and efficiently.

Memo Example

To: All Department Heads From: Jane Doe, CEO Date: November 13, 2023 Subject: Implementation of New Email Policy

Introduction

This memo serves to inform you about the upcoming changes to our company’s email communication policy, effective December 1, 2023.

In light of recent security concerns and to improve efficiency, the management team has decided to update our email policy.

• Security : All emails containing sensitive information must be encrypted.
• Response Time : Employees are expected to respond to all internal emails within 48 hours.
• Etiquette : Formal language should be used in all external communications.

Action Required

Please ensure that your teams are briefed about these changes by November 20, 2023. A detailed guideline will be circulated by the IT department next week.

Your cooperation in smoothly transitioning to the new email policy is appreciated. For any queries or suggestions, feel free to reach out to the IT department.

Thank you for your attention to this important matter.

Revision and Finalization

The final stages of memo writing involve careful revision and feedback to ensure the message is clear and effective.

• Clarity : Review the memo to ensure that the message is clearly communicated. Remove any ambiguous or confusing language.
• Brevity : Trim any unnecessary words or phrases. A concise memo is more impactful and easier to comprehend.
• Proofreading : Check for grammatical, spelling, and punctuation errors. These mistakes can undermine the memo’s professionalism.
• Feedback : Share the draft with a colleague or supervisor to get an external perspective. They might spot issues you’ve overlooked.
• Final Check : Before sending, review the memo one last time, focusing on its overall flow and coherence.

This process of revision and seeking feedback is crucial in ensuring your memo is polished, professional, and ready for distribution.

Effective memo writing hinges on clear structure, concise language, and a professional tone. By adhering to the outlined guidelines—from the initial layout to the final revision—you can craft memos that effectively communicate key messages within your organization. Remember to use headings and lists for clarity, maintain brevity in your language, and adapt to the specific norms of your workplace. Regularly applying these practices in your memo writing will not only enhance your communication skills but also contribute positively to your professional environment. Encouraged is the practical application of these guidelines in your day-to-day memo writing, ensuring your messages are both impactful and well-received.

Memo Examples

#scribendiinc

Written by  Scribendi

Like most forms of writing, memos come with so many rules, instructions, and suggestions that it's easy to forget a few. Since we've already addressed the dos and don'ts of how to write a memo , let's take a moment to look at these rules in practice using the below memorandum examples.

Features of a Memo

While reading over these memo writing examples, pay special attention to the key features of a memo. ask yourself the following questions:.

• Is it addressed to the right audience?
• Does the subject line accurately convey its contents?
• Does it anticipate and address potential objections?
• Is it formatted clearly and consistently?

Learn from Our Memo Format Example

When considering memo writing examples, pay close attention to the structure.

• The opening paragraph should restate the memo's purpose indicated in the subject line.
• Notice also how each of our memo examples' subsequent paragraphs build on this opening statement and explain the memo's purpose in detail.
• Unnecessary information should be removed, and word choice should remain straightforward and professional.

If you are unsure what to include and what to omit from your memo, send it to Scribendi's five-star proofreading service . 

For an example of standard memo writing format, read on.

Memo Example 1: A General Office Memo

To: All Staff

From: The Manager

Date: May 27, 2021

Subject: Inappropriate use of time on Google Doodle games

It has come to my attention that many in the office have been spending time on the Google home page microgames. This memo is a reminder to use your work hours for work.

According to a recent article, the estimated daily cost of people collectively playing these games instead of working is over $120 million—which is calculated based on the daily average increased time spent on the Google home page (36 seconds).

If these estimates are applied to our 600 office employees, this results in a nearly $700 weekly loss.

This is a conservative estimate considering the extensive discussions that occur about beating the office's current high score. The extra cost quickly adds up.

Of course, we don't want you to view our organization as a place of drudgery and draconian rules. I encourage a fun and competitive environment, and I recognize that we certainly won't be profitable if you are unhappy or dissatisfied with your jobs. This is just a reminder to be careful with your use of company time.

The Manager

Wright, Tony. (2010). The Tragic Cost of Google Pac-Man – 4.82 million hours . Retrieved May 26, 2010 from: https://blog.rescuetime.com/the-tragic-cost-of-google-pac-man-4-82-million-hours/

Memo Example 2: A Departmental Memo

To: Computer Programming Division

From: Vice President Lumbergh

Date: February 19, 2021

Subject: Attaching cover sheets to TPS reports

This is to remind the division that, starting today, we are now filing all Testing Procedure Specification (TPS) reports with new cover sheets.

The reason for this change is simple. In addition to a new format, the cover sheets provide a summary of the report as well as the updated legal copy. The new cover sheets also include Initech's new logo.

Though this change may initially seem like a headache and an extra step, it is necessary to include the new cover sheets due to their updated information. Failing to do so will result in a confusing and inaccurate product being delivered to our customers.

Please be sure to follow this new procedure.

Best regards,

Vice President Lumbergh

Memo Example 3: A Memo Example to Students

To: All First-Year Psychology Students

From: Professor Jenkins

Date: October 23, 2021

Subject: Update to this week's assignment

Dear Students,

This is to let you know there is a mistake in the reading list for this week.

The literature list you all received is from last year and is outdated. We have since made changes, and these changes are outlined below.

Instead of reading Chapters 1–3 of The Science of Psychology , and Chapters 6–8 of Neurobiology , read Chapters 2–3 of The Science of Psychology  and Chapters 5–8 of Neurobiology .

Please be sure to follow these new instructions.

Professor Jenkins

By following these memorandum examples and our memo writing format and addressing your audience in clear, concise language, you'll make your correspondence more effective. 

If you're short for time or would like an expert to review your memo, try Scribendi's proofreading service . 

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Scribendi's in-house editors work with writers from all over the globe to perfect their writing. They know that no piece of writing is complete without a professional edit, and they love to see a good piece of writing transformed into a great one. Scribendi's in-house editors are unrivaled in both experience and education, having collectively edited millions of words and obtained numerous degrees. They love consuming caffeinated beverages, reading books of various genres, and relaxing in quiet, dimly lit spaces.

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How to Write a Memo: Templates and Examples

What is a Memo?

A memo, short for memorandum, is a type of written communication used in business or academic settings. Unlike informal emails or verbal announcements, memos are not prone to ambiguity or misunderstanding. They are meant to deliver messages that are direct and to the point, leaving no room for doubt or confusion. Memos can be written for various purposes, such as:

Creating a record of key decisions and policies.

Communicating a consistent and coherent message to a large audience within the company.

Keeping all team members updated and aligned on current projects and progress.

Requesting approval or authorization for a decision.

Announcing a meeting or an event.

Sharing important news or achievements.

Why We Use Memos

Memos are an important part of the internal communication system of any organization. They help to inform and update colleagues on various topics, from policy changes to project updates. Here’s how memos help to communicate clearly and briefly:

Brevity: Memos are concise and focused. They only include the most relevant information, making sure that the message is received and acted on quickly and effectively.

Authority: The structured format of a memo gives it a sense of authority and formality, which is often needed for official communications within a company.

Documentation: Memos create a written record of communication, which can be used for clarification or during audits, making them useful for accountability and historical reference.

Memos are especially useful in situations where email might be too informal or when a permanent record of communication is required. They are suitable for instructions, procedures, and announcements that need attention and retention. In the fast-paced environment that product managers work in, the ability to easily create, customize, and share memos can improve team coordination and project management.

Types of Memos

There are different types of memos depending on the purpose and the audience.

• Informative memo: This type of memo provides information about a topic, such as a new policy, a change in procedure, or an upcoming event. The goal of an informative memo is to inform the readers and explain the rationale behind the information.
• Ready to use
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• Directive memo: This type of memo gives instructions or directions to the readers, such as how to complete a task, follow a rule, or comply with a requirement. The goal of a directive memo is to persuade the readers and provide clear and specific guidance.
• Request memo: This type of memo asks the readers to do something, such as approve a proposal, grant a permission, or provide a resource. The goal of a request memo is to convince the readers and justify the request.
• Response memo: This type of memo answers a question, addresses a concern, or provides feedback to the readers, such as responding to an inquiry, resolving an issue, or evaluating a performance. The goal of a response memo is to satisfy the readers and demonstrate competence.

How to Write a Memo in Five Steps

Regardless of the type, memos should be concise, clear, courteous, and coherent. Memos should also follow a standard format that includes a heading, an introduction, a body, and a conclusion. Memos should be written in a professional tone that reflects the relationship between the writer and the reader. Here are some steps to follow when writing a memo:

Step 1 - Identify Your Audience and Purpose

Before you start writing, think about who will read your memo and what you want them to do or know. This will help you tailor your tone, language, and content to suit their needs and expectations.

Step 2 - Write a Clear and Concise Subject Line

The subject line is the first thing that the recipients will see, so make it interesting and relevant. It should summarize the main point of your memo and capture the attention of the reader.

Step 3 - Use a Memo Format

Use a standard memo format. A memo typically consists of four parts:

Heading: Date, recipients, subject, and reference.

Opening: Purpose of the memo in a concise statement.

Context: Background information relevant to the message.

Closing: Summary and next steps or call to action.

When it comes to design, choose fonts and colors that reflect your organization’s branding for a professional look. A clean, readable font like Arial or Times New Roman is often preferred. For colors, stick to a simple palette that doesn’t distract from the content. Remember, the goal is to communicate effectively, not to showcase design skills.

Step 4 - Write Clearly and Concisely

Use simple, direct, and active language to express your ideas. Avoid jargon, slang, or unnecessary words that may confuse or distract the reader. Use bullet points, lists, headings, and white space to organize your information and make it easy to scan. Keep your sentences and paragraphs short and focused.

Step 5 - Proofread and Edit Your Memo

Before you send your memo, check it for spelling, grammar, punctuation, and formatting errors. Make sure your memo is consistent, accurate, and complete. Ask someone else to review your memo if possible and get their feedback.

Tips to Write Professional Memos

Organize your content: Use headings, bullet points, and white space to structure your memo and make it easy to scan and understand.

Attach relevant documents: If you need to provide additional information or evidence, attach them to your memo and refer to them in the body. Use descriptive file names and labels for your attachments.

Follow up: After sending your memo, follow up with your recipients to ensure they have received it and understood it. If you need a response or feedback, set a deadline and remind them politely.

Review previous memos: If you are writing a memo on a similar topic or to the same audience as before, review previous memos to ensure consistency and avoid duplication.

Mistakes to Avoid When Writing Memos

Not using appropriate language. Make sure your memo does not include slang, jargon, acronyms, or abbreviations that may confuse or offend the reader.

Using an accusatory tone: A memo should use formal, polite, and respectful language that suits the context and the relationship between the sender and the receiver. It should also not use emotional, aggressive, or sarcastic tone that may undermine the credibility or professionalism of the sender.

Adding unnecessary details, jargon, and repetition. Use short sentences and paragraphs, and get to the point quickly.

How Creately Helps You to Write a Good Memo

Creately offers real-time collaboration and an infinite canvas, which can simplify the memo creation process, ensuring that the message is not only clear and brief but also visual. With Creately, you can:

Choose from a variety of memo templates that suit different purposes and situations

Customize your memo with your own logo, colors, fonts, and images

Add comments, notes, links, attachments, and icons to enhance your memo

Collaborate with your team members in real-time and get their input

Store and organize your memo in folders accessible by specific teams or the entire organization

Export your memo as a PDF, PNG, or JPEG file and share it with your recipients

Join over thousands of organizations that use Creately to brainstorm, plan, analyze, and execute their projects successfully.

FAQs About Writing Memos

How long should a memo be, how formal should a memo be, more related articles.

Hansani has a background in journalism and marketing communications. She loves reading and writing about tech innovations. She enjoys writing poetry, travelling and photography.

Module 4: Written Correspondence

Memorandum explaining how to write a memo, mythic university online.

DATE :           August 9, 2008 TO :              Users of  Style for Students Online FROM :          Joe Schall SUBJECT :      Writing Memos for your Classes

This memo provides you with tips on writing memos for your classes, with special attention to a memo’s audience, format, organization, content, tone, and style. Because my advice comes in the form of a memo, you can use this document as a model for writing your own memos.

The Audience for a Memo

It is useful to begin by considering that a memo is essentially a one-on-one communication between writer and reader. Although a memo may be written to a group of people or with various audiences in mind, usually it is a highly goal-oriented communication between two people who need to share information. When you write a memo to a professor in the classroom setting, you are much like the employee who has been assigned to investigate a problem and report back to a supervisor. Therefore, you are expected to provide concrete information, even information that the supervisor might already know, in a form that clarifies ideas and puts them into context. Finally, a memo enjoys a broader context than an essay; hence, you might refer to other related memos as you write, or you might respond to specific requests made by the audience in your text, in effect, carrying on a professional conversation.

Typical Memo Format

The overall format of a memo can be broken down into the heading, the body, and the closing notations. What follows is a brief description of each component.

The Heading The heading has two parts: part one includes two centered lines at the top of page 1, identifying the name of the company or institution on the first line, with the word “memorandum” on the second line; part two includes the “DATE,” “TO,” “FROM,” and “SUBJECT” lines at the left margin, filled in appropriately.

The Body The body of the memo follows the Introduction, and it is usually presented in single-spaced paragraphs with a line skipped between each paragraph. The first lines of new paragraphs can appear at the left margin or they can be indented five spaces.

The Closing Notations The closing notations, used to identify such things as attachments, appear at the left margin two lines below the text of the final paragraph. By simply typing the word “Attachment” as a closing notation, you automatically refer the reader to any attachment, such as a map, a set of calculations, spreadsheets, or a References page.

How Memos are Organized

The general organization of a memo mirrors that of an essay: an introduction, followed by body paragraphs, followed by a conclusion. However, the first paragraph of a memo is typically used as a forecasting device. Note how the opening paragraph of this memo defines the memo’s function and reflects its organization. It is sensible to open memos for your classes in the same way, first directly stating the memo’s purpose, then setting forth the organization and noting how the memo can be used.

Organization in the body of a memo is typically characterized by the use of section headings and short paragraphs. Paragraphs should not be too bulky—five or six per page is usually ideal. On the sentence level, you should take full advantage of the same organizational tools that you employ when you write an essay: meaningful topic sentences; carefully selected transition words; focused section headings; indented blocks of cited text; a bulleted series of examples; powerful punctuation marks such as the colon, semicolon, and dash.

Selection and Citation of Content

A memo’s content, of course, is guided by the assignment and the research required. It is important to remember as you present the content that selectivity and relevance matter greatly. Your job is to select and present the most pertinent, most current information available to you. Do not hesitate, of course, to let your memo’s content be heavily informed by your research, but also provide your own interpretation and organization of this research.

As in any essay, you must document the sources of your information so that your reader could find the original source of the information if desired. If your memo uses sources, provide the bibliographic information related to your sources on a References page as an attachment at the end of the memo—just as I have in this memo.

A Memo’s Tone and Style

Memos for your classes require a highly informative and straightforward tone, but allow for a slightly informal style compared to essays. As in this memo, “I” and “you” are handy because they provide a straightforward way of communicating, but you must be careful not to overuse these terms. Stylish prose is key to good memo writing, and you should not hesitate to use active, interpretive adverbs and verbs and concrete, carefully chosen adjectives and nouns.

A memo need not be written in a dry, dull fashion; rather, it should emulate the same stylistic standards that good prose has always embraced. These standards are summed up neatly in the popular style guide, The Elements Of Style, as follows:

A sentence should contain no unnecessary words, a paragraph no unnecessary sentences, for the same reason that a drawing should have no unnecessary lines and a machine no unnecessary parts (Strunk and White 1979).

As this quote suggests, good prose can achieve elegance by its clarity, efficiency, and sense of purpose.

The conclusion of a memo should not simply provide a summary of the memo’s entire contents, but it should be a true conclusion—that is, an articulated conviction arrived at on the basis of the evidence presented. The closing paragraph is the place to spell out the bottom line to the reader. Therefore, I close with my bottom line about writing memos for your classes:

• Study and use standard memo format to present your text;
• Use internal organizational tools such as section headings, topic sentences, transition words, and powerful punctuation marks to enhance the flow of ideas;
• Write with the same clarity, grace, and efficiency expected of you in any essay.

Strunk, William Jr and White, E.B., 1979:  The Elements of Style.  Macmillan Publishing Company, Inc., New York, 92 pp.

• Style For Students Online. Authored by : Joe Schall. Provided by : The Pennsylvania State University. Located at : https://www.e-education.psu.edu/styleforstudents/ . Project : Penn State's College of Earth and Mineral Sciences' OER Initiative. License : CC BY-NC-SA: Attribution-NonCommercial-ShareAlike

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How to Write a Memo Essay

• As a reminder of something;
• To keep an official record of something;
• To highlight an important event;
• To pass information to your employees.

Writing a Professional Memo: A Step-by-Step Guide

• Think about your audience. Since the primary goal of any memo is to influence the target audience, you should clearly understand who your recipient is. A memo sent to a colleague and a memo sent to an investor will have different tones and styles of writing;
• Understand your purpose. To figure out what you are going to write in your memo, you should understand why you are writing it. Pay attention that the objective of your memorandum should be an opening statement of your document;
• Write a rough draft. Once you know what to write in your memo and who is your target audience, you will need to write a rough draft of your document. Try to make it clear and concise listing only the most important things. As a means of business communication, your memo should not include any irrelevant information;
• Label your memo appropriately. The subject of your paper should clearly state why you are writing it. Most probably, your recipient will decide if your document is important after reading its subject;
• Pay attention to the right structure of your memo. Although a memo is not a piece of academic writing, it should include a common structure including an introduction, main body, and a conclusion. In the introductory part, you need to indicate the subject of your memo and provide some details on it. In the main body, you will need to provide more details about your subject helping your recipient understand it. Finally, in your conclusion, you need to include a call to action that would allow your recipient to understand what you expect from them;
• Proofread your memo. Finally, you need to double-check if your memorandum is free from grammatical, spelling, and punctuation flaws that may distract your reader from the overall message.

Memo Essay Format

• Think about your recipient. Once you know who is your target reader, make sure to use the language and tone that would be appropriate in your conversation with this person;
• Always try to go straight to the point. Do not forget that your recipient doesn’t have much time to read long and meaningless papers;
• Provide your recipient with sufficient background information. If there are some details that should be known by your recipient, you need to include them. Otherwise, you won`t be able to reach your goal.
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Purdue Online Writing Lab Purdue OWL® College of Liberal Arts

Memos: General Introduction

Welcome to the Purdue OWL

This page is brought to you by the OWL at Purdue University. When printing this page, you must include the entire legal notice.

Copyright ©1995-2018 by The Writing Lab & The OWL at Purdue and Purdue University. All rights reserved. This material may not be published, reproduced, broadcast, rewritten, or redistributed without permission. Use of this site constitutes acceptance of our terms and conditions of fair use.

What is a memo?

Memos are brief printed documents traditionally used for routine, day-to-day communication within organizations. According to Dr. Johnson-Sheehan,  “Memos are written to people inside [a] company or organization. They are used to convey decisions, meeting agendas, policies, internal reports, and short proposals” ( Technical Communication Today , pp. 84). In alternative settings, memos are used to demonstrate targeted responses to specific topics/questions of interest.

How are memos written?

Learning to write memos can be challenging because they are one of many genres of correspondence often composed by professional writers. The format and layout of business documents vary on macro and micro perspectives -- from country to country and organization to organization. In addition, many organizations develop their own variations of standard styles, adapting documents to the types of messages they send and the audiences they are communicating with.

Nevertheless, the memo-writing genre holds standard conventions that can guide your writing. Developing an acute sense of audience and purpose awareness , which parts to include , and general formatting guidelines will aid your composition of a successful memo. Reading sample memos  can also help clarify the rules of the genre.

• FRONT MATTER
• TABLE OF CONTENTS

In many courses, you are asked to submit your writing in memo form, and in some cases your assignments are given to you as memos. This not only gives you practice in writing a professional document, it invites you to see your writing as purposeful and aimed at a particular audience. A detailed instructional memo about memo writing—a "metamemo," if you will—follows.

DATE : August 9, 2008 TO : Users of Style for Students Online FROM : Joe Schall SUBJECT : Writing Memos for your Classes

This memo provides you with tips on writing memos for your classes, with special attention to a memo’s audience, format, organization, content, tone, and style. Because my advice comes in the form of a memo, you can use this document as a model for writing your own memos.

The Audience for a Memo It is useful to begin by considering that a memo is essentially a one-on-one communication between writer and reader. Although a memo may be written to a group of people or with various audiences in mind, usually it is a highly goal-oriented communication between two people who need to share information. When you write a memo to a professor in the classroom setting, you are much like the employee who has been assigned to investigate a problem and report back to a supervisor. Therefore, you are expected to provide concrete information, even information that the supervisor might already know, in a form that clarifies ideas and puts them into context. Finally, a memo enjoys a broader context than an essay; hence, you might refer to other related memos as you write, or you might respond to specific requests made by the audience in your text, in effect, carrying on a professional conversation.

Typical Memo Format The overall format of a memo can be broken down into the heading, the body, and the closing notations. What follows is a brief description of each component.

The Heading The heading has two parts: part one includes two centered lines at the top of page 1, identifying the name of the company or institution on the first line, with the word "memorandum" on the second line; part two includes the "DATE," "TO," "FROM," and "SUBJECT" lines at the left margin, filled in appropriately.

The Body The body of the memo follows the Introduction, and it is usually presented in single-spaced paragraphs with a line skipped between each paragraph. The first lines of new paragraphs can appear at the left margin or they can be indented five spaces.

The Closing Notations The closing notations, used to identify such things as attachments, appear at the left margin two lines below the text of the final paragraph. By simply typing the word "Attachment" as a closing notation, you automatically refer the reader to any attachment, such as a map, a set of calculations, spreadsheets, or a References page.

How Memos are Organized The general organization of a memo mirrors that of an essay: an introduction, followed by body paragraphs, followed by a conclusion. However, the first paragraph of a memo is typically used as a forecasting device. Note how the opening paragraph of this memo defines the memo’s function and reflects its organization. It is sensible to open memos for your classes in the same way, first directly stating the memo’s purpose, then setting forth the organization and noting how the memo can be used.

Organization in the body of a memo is typically characterized by the use of section headings and short paragraphs. Paragraphs should not be too bulky—five or six per page is usually ideal. On the sentence level, you should take full advantage of the same organizational tools that you employ when you write an essay: meaningful topic sentences; carefully selected transition words; focused section headings; indented blocks of cited text; a bulleted series of examples; powerful punctuation marks such as the colon, semicolon, and dash.

Selection and Citation of Content A memo’s content, of course, is guided by the assignment and the research required. It is important to remember as you present the content that selectivity and relevance matter greatly. Your job is to select and present the most pertinent, most current information available to you. Do not hesitate, of course, to let your memo’s content be heavily informed by your research, but also provide your own interpretation and organization of this research.

As in any essay, you must document the sources of your information so that your reader could find the original source of the information if desired. If your memo uses sources, provide the bibliographic information related to your sources on a References page as an attachment at the end of the memo—just as I have in this memo.

A Memo’s Tone and Style Memos for your classes require a highly informative and straightforward tone, but allow for a slightly informal style compared to essays. As in this memo, "I" and "you" are handy because they provide a straightforward way of communicating, but you must be careful not to overuse these terms. Stylish prose is key to good memo writing, and you should not hesitate to use active, interpretive adverbs and verbs and concrete, carefully chosen adjectives and nouns.

A memo need not be written in a dry, dull fashion; rather, it should emulate the same stylistic standards that good prose has always embraced. These standards are summed up neatly in the popular style guide, The Elements Of Style, as follows:

A sentence should contain no unnecessary words, a paragraph no unnecessary sentences, for the same reason that a drawing should have no unnecessary lines and a machine no unnecessary parts (Strunk and White 1979).

As this quote suggests, good prose can achieve elegance by its clarity, efficiency, and sense of purpose.

Conclusion The conclusion of a memo should not simply provide a summary of the memo’s entire contents, but it should be a true conclusion—that is, an articulated conviction arrived at on the basis of the evidence presented. The closing paragraph is the place to spell out the bottom line to the reader. Therefore, I close with my bottom line about writing memos for your classes:

• Study and use standard memo format to present your text;
• Use internal organizational tools such as section headings, topic sentences, transition words, and powerful punctuation marks to enhance the flow of ideas;
• Write with the same clarity, grace, and efficiency expected of you in any essay.

Strunk, William Jr and White, E.B., 1979: The Elements of Style. Macmillan Publishing Company, Inc., New York, 92 pp.

For more information on memo writing, chase down these two websites:

Advice on writing memos from the Writing Center at Rennselaer Polytechnic Institute

Advice on memo writing from The Ohio University College of Business

How to Write a Memo

Good communication is important for success in any job. Today, most written communication within a company happens over email. But depending on your position within the company you work for, you may be expected to send out memorandums from time to time. Memos may seem like an old school form of communication, but they still have their uses.

So, what is a memo, and how do you write one?

What Is It?

Memorandums (often referred to as memos) are messages sent out to large groups of people within a company or institution. They are most often sent by management, though employees may need to send them as well. Memos are used for internal business or communication. They are not meant to be read by people outside the company.

Memos are simply a way to disseminate information or make announcements. Today, they are typically sent out over email, though they may also be posted to bulletin boards around the office or distributed in the mailroom. More formal than standard emails, they don’t necessarily require a response, though a call to action may be included. To help you differentiate between emails and memos, try thinking of standard emails as a conversation—you send one expecting a reply—and a memo as an announcement put out over email.

When to Write It

First things first, check to see if your company has rules about writing memos. Many companies have guidelines regarding when it is appropriate and how to format them.

Generally speaking, anytime you have an announcement to make regarding the operations of a company, department, or institution, you can do so through a memo.

This could include but is not limited to:

• Changes to management
• Changes to daily operations
• Changes in clientele going forward
• Changes in business hours
• Quarterly or yearly earnings reports
• Responses to major legislation or national events

Memos can even be used for simple things like reminding everyone that passwords reset on a certain date or announcing the company holiday party.

They are used most often as a way to communicate information, not to foster conversation. If you are looking for a conversation, a standard email is a better way to achieve that.

How to Write a Memorandum

All memorandums start with a standard header that looks like this:

This is the opening of your memo. You do not include a personal salutation after this like you would in an email or letter. Begin with a heading, in larger font size than the rest of your text, that says “memorandum.” After that, fill in the rest of the information: who the memo is to, from, the date, and the subject of the memo.

Including this information makes it clear to the recipient that this is a memo, not a standard email. It also provides all the pertinent information upfront, making it clear what the memo is going to be about and who was meant to receive it. This way, anyone who may have received the memo by mistake can safely disregard it.

2. First paragraph

The first paragraph of your memo should clearly establish why you are writing the memo. Make the announcement you need to make or state the problem you are addressing. Keep this paragraph short and to the point. Think of it as your thesis statement, the support, and evidence for which will come in subsequent paragraphs.

3. Second paragraph

Use your second paragraph to provide context for your announcement. If you are announcing changes in management, explain why the changes are necessary and when you can reasonably expect the changes to be complete. Be as transparent as you can. Fostering a good workplace environment relies on clear and open communication. If you are announcing quarterly sales figures, this would be the place to include any relevant data, including charts, graphs, or lists. Always provide citations for the data and facts included in your memorandum.

4. Third paragraph

This is where you close your memo. If you expect your employees or coworkers to take a specific action in response to the memo, such as signing up to bring chips to the office party or resetting their password, include that here. Be specific about what you need people to do; don’t leave any room for creative interpretation. You may also indicate when further information on the subject discussed in the memo will be available, if applicable. Don’t forget to thank people for taking the time out of their busy day to read your memo.

There’s no right number of paragraphs for a memo, though three is a good number to start with. If you need more space than that to effectively communicate on the issue, take more space. If you find that your memo is quickly becoming longer than two pages, stop and consider whether a memo is the right way to get the information across.

Tips and Tricks for Professional Memorandums

Follow company guidelines. Many companies have internal standards for written communication. If your company has a memo template, use it. If they provide a style guide, follow it.

Use a template. If you are unsure about how to format your memo, and your company doesn’t provide guidelines, there are many templates available online that you can use.

Choose your audience carefully. Not every memo needs to go out company-wide. Share the information only with the people who need it. This avoids cluttering your coworker’s and employee’s inboxes with unnecessary emails, which is something we can all get behind.

Know your audience. This is good advice for anything you write. Know the people you are writing it for. Don’t write over their heads, and don’t provide more information than they want or need. Anticipate questions your audience may have about your announcement and answer as many as you can in the memo itself.

Keep it short. Memos are usually no longer than one page. However, there are situations in which longer memos may be required. Use your discretion while keeping it as short as possible. This shows your readers that you value their time, and you are not going to take it up unnecessarily. If you find your memo quickly becoming unwieldy, the information you need to convey may be better suited to an email, report, or meeting.

Stay on topic. Avoid including information not pertinent to your subject. Memos aren’t the place to chat and catch people up on the office gossip. Write what needs to be said, no more, no less. If you want to encourage your coworkers to read more information on the subject of the memo, include a link to other materials that they can peruse at their leisure.

Be specific. Include relevant dates and facts when you have them, so your coworkers and employees have ready access to accurate information. Avoid hypotheticals when possible.

Be professional. You may adopt a more casual tone in emails with your workplace BFF, but memorandums are official workplace documents. Your tone and word choice should reflect that. Write in complete sentences with a tone appropriate for a professional setting.

Be mindful of the calendar. If you are sending out a memo announcing the observance of a holiday, a mandatory meeting, or anything that is time-sensitive, send the memo out at least one week in advance of the relevant date. Do your coworkers and employees the courtesy of allowing them to adjust their schedules and plans accordingly.

Use subheadings. Subheadings are especially helpful if your memo is on the longer side. This will help your readers find the information they need easily. It also appeals to those who are skimmers rather than readers. And let’s face it, there will always be at least one person who skims official communication instead of reading it completely.

Use white space to your advantage. Avoid the wall of text look by writing short paragraphs and using numbered lists and bullet points when appropriate. People are more likely to read something all the way through if it is pleasing to look at.

Proofread. There’s no better way to undercut everything you’ve written than to have it riddled with errors. Take the time to proofread your memo before you send it out. If you have the time, wait to do the proofreading until the day after you write the memo. You are likely to catch more errors with fresh eyes than you are at the end of a long day. Ask a coworker to take a look as well if you can. The chances are high that they will find a stray comma or misspelling that you missed.

If you want to write a great memo, remember to keep things professional, short, and to the point. Say exactly what you need to say and include facts and additional information on the topic as necessary. Follow your company’s guidelines or a simple template and you can’t go wrong. Before you know it, you’ll be a memo writing expert.

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How To Write A Memo Essay | Types, Steps and Format of a Memo Essay

April 11, 2023 by Prasanna

How To Write A Memo Essay: What Is A Memo Essay? Effective communications are an essential component for organizations. A memorandum or memo is a versatile form of communication often used in business settings. It is defined as a brief message or a report written from one person of the department to another in a particular company or an organization.

The messages are sent out in large groups of people within a company or an institution. These messages are mostly sent by the management of a company or an organization, along with the employees. The memos are highly confidential messages, which are not supposed to be read by any outsider.

You can read more  Essay Writing  about articles, events, people, sports, technology many more.

Memos are written anytime a company has an announcement to make regarding an operation taking place in the company, department or institution. It is considered as an official tool for communication. It holds the primary purpose to serve as a reminder or provide instructions. These circulars are a means of mass communication.

Memos are usually written for the following reasons which are:

• As a reminder
• To highlight an event or a circumstance
• To recount a particular event
• To keep an official record of a particular thing
• To pass information or instructions

It holds different advantages and is a popular communication method. It is a very cost-effective way for mass communication with a cheap transmission. Memo essays are simple to write and understand. It tends to be brief and to the point, and is an essential time-saver. It acts as evidence in the case of a dispute.

Memos require a highly informative and straightforward tone. In an essay, one must document the sources of information so that the reader finds the source of information that is desired. If a memo consists of sources, bibliographic information related to that source is added as an attachment at the end of a memo essay.

Types Of Memo Essay

Memos are considered to be one of the most widely used means of internal communication for messages that are too complicated for a simple email or when confidentiality is the prime concern. There are several types of memo essays that are used, which are:

• Type 1 – Directive Memos: Directive memos are written to give a directive. It is a memo that provides instructions or specific directions regarding how to proceed in particular circumstances. One can compose a directive memo on how employees should seek reimbursement for expenses that are related to business conferences taking place across the country.
• Type 2 – Status Memos: Status memos are commonly called as the progressive report which explains the status or progress of a given assignment or project to a supervisor. For example, a status memo can be made by the project manager of a construction site, which will include the weekly status report of the construction of the apartment complex managed by him. The status memo will include the progress to date and the things that are left undone.
• Type 3 – Field Report Memos: Field report memos are required for employments that require offsite works. These are often composed to document meeting the client offsite. Products testing offsite or inspection of project sites are carried out with the help of field report memos. A marketing professional can use field report memos for a particular type of product. After the field test of the particular product, the marketing professional will come up with an outline regarding the product tried and will put forward his recommendations on it.
• Type 4 – Trip Memos: Trip memos are used to describe the events and outcomes of a business trip. ‘For example, one might go on a business trip for a professional seminar that focuses on the means to develop the industries of the company. The trip memo summarizes the purpose of the seminar and the information received there. The expenses of the trip can also be included in the memo.
• Type 5 – Response Memos: Response memos are written at the response of an enquiry. Its purpose is to provide the audience with the required information.

Types Of Business Memos

• Operational Memos
• Environmental Memos
• Dress Code Memos
• Financial Memos
• Cover Memos

Steps Of Writing A Memo Essay

To write the appropriate memo essay, specific steps should be followed to maintain a tone of professionalism. The steps are,

• Step 1 – Write a Draft: The first step is to make a draft of all your memo listings and all the possible points that are to be added in the memo.
• Step 2 – Establish The Purpose Of The Memo: Identify the reason for writing the memo. The objective of the memo should be the opening sentence or your subject.
• Step 3 – Decide on the Audience Of Your Memo : Decide on the people to whom the memo will be addressed, whether it is for all the employees, or a particular department or just the executives.
• Step 4 – Make an Edit In Your Draft And Make The Final Draft Narrow down the points of the first draft and add important and essential ones.
• Step 5 – Label the Memo Appropriately: Make it clear that the document is a memorandum, by labelling it as “memorandum” or simply “memo”, and use only official names. Keep the subject as specific as possible.
• Step 6 – Write a Concise Introduction: Memos do not require opening salutations. Plunge into the topic straightaway, after addressing the person to whom the memo essay is directed to. Do not waste space introducing yourself, or giving a detailed overview of the issue.
• Step 7 – Add the Required Information To The Memo Body: After the brief opening paragraph, you can add the rest of the information in the memo body. The actions and steps to be taken should be highlighted in the body. The body can be divided into smaller sections with sub-headings. Suggest the actions the reader should take, in the body of the essay.
• Step 8 – Summarize the Issue In Conclusion: Summarize your entire issue within one or two sentences, with a positive tone. You can include a complimentary call to action.
• Step 9 – Proofread for Mistakes: Once the memo is written, read the memo at least one to two times to keep a lookout for the typos or grammatical errors. Also, keep an eye out for the unnecessary details and exclude them.

Memo Essay Writing Format

There are different types of memo essays, but the format remains the same. It has a particular style which can be followed on every memo document. When you write a memo, what distinguishes it from the other documents is its format. So here is one of the easiest formats that one can use to write a memo,

Heading:  The heading of the memo essay comes at the top of the page and should be in bold letters. The header should be used to give the document identity. Below the header, the address of the recipient should be provided. It should be official, and a specific name or a group of people targeted by the memo should be included.

Then the sender’s details should be added. Make sure to write your name as well as your position in the organization. Then the date in the memo should be added immediately after the sender’s details. The title of the memo is followed by the date, which helps to indicate what the memo is about. The heading content should be aligned to the left, and the right spacing should be used.

Body : The body of the memo essay should be short, and only the main relevant points should be mentioned. There are some useful points which you can follow to write the appropriate body for the memo essay,

• Think About The Readers:  Once you have a clear idea about the targeted readers, make sure to use the right language that suits them the best.
• Go Straight To The Point:  Decide the goal for writing the memo, leave out salutations and go straight to the topic that needs to be discussed.
• Provide a Small Background About The Issue That Is Being Dealt With : Once the problems are addressed, offer some reasons for the implementation of your recommendations. This can be in the form of bullet points.

Conclusion:  Conclude the essay with a summary of the points brought in the memo. Make sure to keep a positive tone in summary. Lastly, sign the memo for official purposes and end the essay.

FAQ’s On How To Write A Memo Essay

Question 1. Should a subject line be included in a memo essay?

Answer: Yes, a subject line should be included in a memo essay. It should be included right after the date. The subject line gives the reader a brief idea regarding the information that is present in the memo. The subject line must be brief, precise and to the point. For example, Subject: Meeting of all executives of the market and sales division.

Question 2. What does the heading segment in a memo essay consist of?

Answer: The heading segment of a memo essay consists of the following format,

• TO: (reader’s name and job titles)
• FROM: (your name and your job title)
• DATE: (complete and present-day date)
• SUBJECT LINE: (what the memo is about, highlight the related issue).

Make sure to address the reader by his or her correct name and job title.

Question 3. What should be included in an opening segment of a memo essay?

Answer: The primary purpose of the memo is usually found in the opening segment of the document. It includes the purpose of the memo, the context of the issue mentioned and the assigned task or assignment. Give the reader a brief overview of what the memo is about, then indulge in the details. The more direct the memo plan, the more explicit the opening segment should be.

Question 4. What is the memo’s purpose?

Answer: A memo’s purpose is mostly to inform the issue, but it occasionally includes an element of persuasion.

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How to Write a Memorandum Essay?

Do you know what is memorandum essay? This document that is also called a memo, is used in various companies and organizations for communication purposes. In comparison with business e-mails, memos are less formal but more direct and concise. At the present-day moment, memo writing is almost totally replaced by e-mail correspondence. However, if you believe that there is no need to learn how to write a memorandum essay, you are not right. It is still used when the recipient wants to compose a document on its basis or when he/she needs a few hard copies of the document. Writing a memo is quite a challenging task since the writer should take many aspects into serious consideration. If you need to get a good memorandum, there is no better place to do it than our custom essay writing service .

What to Write in Memorandum Essay?

If you are not sure what is the main purpose of memo writing, you will need to check if your company has any guidelines for writing this document. Although a memo is a traditional piece of writing, a lot of companies have their own requirements for writing this paper. Typically, anytime you want to make some announcement regarding any operations with the company, you will need to write a memo. For instance, you may need to write this document to:

• Announce the changes in management;
• Introduce changes in business hours;
• Inform your colleagues about the changes in daily operations;
• Provide the response to major national events.

Of course, this list includes many other points. For instance, you may need to remind your colleagues to reset their passwords on the company’s website. You should know that a memo is usually written not to foster conversation but to communicate important information. If you are willing to start communicating with your colleagues, you may use e-mail for that.

Common Memorandum Essay Structure

Following the writing standards, you may divide your memo into the heading, the main body, as well as closing notations. Below, you will find a brief description of each component:

The heading

The heading of your memo has two parts. Part one includes the company’s name on the first line and the word “Memorandum” on the second line. The second part includes the “Date,” “To,” “From,” as well as “Subject” lines filled inappropriately.

The body of your memo should follow the introduction. Typically, it is presented in a single-spaced paragraph. The text in your main body should be maximally detailed and clear since your target audience should understand what information you are announcing.

The closing notations

Finally, your memo should include closing notations in which you will inform your audience if your memo has any attachments. Pay attention that if you include the word “Attachment” in your memo, it should automatically redirect your reader to this attachment. Your attachments should provide more details about the subject of your memo. For example, it can be a set of calculations, a map, a spreadsheet, etc.

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Get Professional Memorandum Essay Writing Help

If you are not very good at memo writing, or simply lack the time to do the assignment, do not hesitate to ask our professional writers for assistance. Proficient, talented, and creative, these people will be able to assist you with any level of complexity. We have been working in the writing industry for more than 10 years and we know the peculiarities of every academic paper. We assure you that by choosing us as your writing provider, you will be able to impress your professor by the creative approach to writing, as well as a responsible attitude to work. Our writers know very well how to write a memorandum essay that can exceed expectations.

We guarantee that by placing your order here, you get the paper that will be totally customized, which means that it will be written from scratch in accordance with your requirements. Our service does not sell ridiculously cheap pre-written papers that can undermine your academic reputation. As for the word count, keep in mind that one double-spaced page has 300 words, whereas one single-spaced page has 600 words respectively. 

Why Do You Need to Hire an Experienced Memo Writer?

If you feel that memo writing is not your strength or, perhaps, you are overburdened with many other assignments, do not waste your time and hire a professional writer, who will handle your assignment in the best way possible. What writing your memorandum essay, our writers will take care of the following aspects:

• Target audience. Indeed, this aspect is particularly important since it defines the tone of the e-mail. As such, when writing a memo, you should know who your recipient is. If it is your supervisor, the tone of the memo should be formal. If you are writing your memo to your friend, it can have a less formal tone. However, in any way, it should be meaningful, concise, and clear. Besides, you should not include irrelevant information or unnecessary details since no matter who your recipient is, most probably, he/she has no time to read the long memorandum. 
• Purpose. Also, in order to write a great memo, you need to know its purpose. Usually, memos are written for various purposes. It can be an announcement of the upcoming event, information about the changed policies, or a request for additional information. Also, a memo may have a persuasive purpose or may express gratitude. We assure you that clearly understanding your purpose, you will be able to create a true masterpiece.
• Grammar. What is more, when writing your memo, you should not underestimate the value of proper grammar. Though your paper will be assessed mainly for its content, grammar accuracy is also an important part of your grading rubric.

We assure you that our writers know the peculiarities of the memorandum writing format so you can place your order here and forget about your academic failures!

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• Perfect quality of every paper. To ensure the exclusive quality of every assignment ordered here, we hire professional writers and editors. First and foremost, the writer studies the requirements carefully to ensure he/she understands the requirements well. When the paper is written, it is given to one of the professional editors, who will make sure it complies with the initial requirements and is totally free from any mistakes.
• 24/7 support. We have customers from different countries, thus, living in different time zones. In order to make our cooperation convenient for everyone, our support representatives are available online round-the-clock so that you could get assistance whenever you need it. If you cannot fill out the order form, want to pass the message to the writer, or have some problems with the payment transactions, feel free to contact our competent managers, and they will address your request immediately.
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Undoubtedly, memo writing may cause stress and frustration. If you do not know how to write a memorandum essay, consider ordering professional help from our writers and your life will become much easier!

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Home » Blog » Step By Step Guide On How To Write A Memorandum Effectively

Step By Step Guide On How To Write A Memorandum Effectively

Do you find it difficult in writing a good memorandum? If yes, then this informative article is for you. If you work in an office, you likely have to write memorandums. A memorandum, or memo for short, is quite easy to put together.

In their most basic form, memorandums are just a short form of a letter. There may be a heading written in bold or italics for emphasis. Additionally, the memo may address a certain issue or request permission to do something from an upper-level executive.

Simple Steps For Memo Format

A memo is a written business communication that conveys basic information. Using a simple, straightforward format makes that easy. You should always check whether your workplace has a standard form for memorandums. If not, follow the steps below for a universally acceptable memo format.

• Title: The word “Memorandum” should be in a significantly larger font, bolded and either centered or placed in the top left-hand corner.
• Recipient: Begin this heading with “TO:” and write down your recipient(s).
• Source: Immediately after the recipient, write “FROM:” along with your name and position.
• Subject: Write a short summary of the memo’s purpose (no more than about four words).
• Date: Include the date of when the memo is sent.

Keeping to strict styles like this improves clarity and avoids the danger of poor grammar or unclear communication.

Tips For Writing A Memo

Here are a few quick tips for writing effective memorandums:

• Check for stylistic requirements with your job. Does the company have a standard form when it comes to writing memos? If so, is it downloadable?
• Make sure that the body of the text is clear, concise and grammatically correct.
• Keep things simple. Avoid long sentences and wordy phrasing.
• Do not use a salutation. You should simply go right into the subject of the memo.
• Use bulleted lists and headings to convey your message.
• Conclude the memo with any closing statements that may inspire the recipient to take action.
• Mention any and all attachments at the end of the memo by using the single word “Attachment.”
• Once you’ve completed a draft, share it with a colleague. An extra pair of eyes always helps to catch errors and improve readability.

Writing Your Memo

Open with an introductory paragraph in which you introduce the purpose of the memo. You can start your memo with a sentence as simple as “the purpose of this memo is to…” Once you state the purpose, you can move forward to the next section.

The next section of your memo would be to describe the issue surrounding your memo. Next, you will want to discuss what you have done to better research the issue surrounding your memo. Include as much basic information as possible. Additionally, if confirmation is needed from the recipient, you will need to make sure that you stipulate that clearly.

To state all relevant information in the shortest space available, take a look at our advice on informative essays. Keep the differences between business writing and academic writing in mind; memos should follow the rules of business writing.

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You need not try to squeeze a lot of information into the memo because it is not necessarily a project proposal. The whole purpose of a memo is to make the recipient aware of an issue. If you keep it simple, it will be an easy task.

Example Memorandum

We’ve provided an example memorandum that follows all our instructions and tips for memo writing. Our sample memo is also available as a downloadable PDF for future reference.

TO: All Employees

FROM: Kayle Murphy, Facilities Manager

SUBJECT: Building Remodel

DATE: April 17, 2020

The purpose of this memo is to update all employees on the scheduled building cleaning and maintenance and ensure cooperation.

• A crew will be repainting the parking lots on Tuesday. Please park in the indoor garage, which will be free of charge on Tuesday for this purpose.
• Power-washing of the building facade will begin Wednesday. As much of the cleaning as possible will be performed outside operating hours, but some may coincide with work. Please keep the phone use to headsets and earpieces rather than a speaker to avoid excess noise on calls. Window-washing will take place Thursday from 10 to 4.
• Cleaning and remodeling of the building’s interior will begin on Friday.
• As a thank you for your patience with the process, Friday will be an offsite team building day. Free drinks and snacks will be available at Matt and Mike’s Grill.

We on the Maintenance team are grateful for your cooperation. Your patience with this process will be rewarded with a beautiful, more ergonomically friendly building.

We request that all employees read this memo. Please direct any questions to [email protected].

Again, we thank you for your patience. We’ll see you at M and M’s!

Memo Mentality

Memos can be the easiest piece of correspondence that an administrative professional will ever have to write. It is important to just keep formatting standards at the forefront and grammatical errors at a minimum. Always make it a point to edit and proofread your memo prior to sending it out.

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Army Memo Template

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