It is important that you analyze the audience. To whom are you writing the memo? There is a need to find out the concerns and priorities of the audience. The memo should be important enough to be delivered to the concerned individual. The first thing that you will have to work on is the heading. This is where you will write the addressee and from whom the memo came from. You also have to indicate the date and the memo’s subject.
Never use nicknames when addressing the memo to someone. You have to write the correctly spelled name. Each section should be double spaced and all the text should be aligned. The opening segment should be written below the subject. This is where you will write down the memo’s purpose and is usually divided into 3 parts – the problem context, the assignment, and the purpose. The main reason of the memo should be stated in a concise and clear manner.
The task statement is usually hard to construct but you can clarify it with the right skills. You have to state the problem and convince the concerned person that there really is an issue that needs to be solved. You will also need to write the summary segment. On this part, you will write the important suggestions. This is where you will put the key points of the memo. You can also put references or links on this portion.
The discussion segment is where you can place the details that will support your recommendations and ideas. You can also indicate potential problems that may occur and show the recommendations that can prevent it from happening. Always start with the general information and work your way to the specific facts.
The closing segment should finish the memo. This should be friendly enough and you have to cite the advantages that can be obtained from such changes. When you look into your desired actions, you will have to convince the reader that there are benefits to incur. This portion should also contain the ‘call to action’. You can even indicate a time frame just in case you want something to be acted upon promptly.
Before sending the memo, you have to review the content for grammar or spelling errors. The numbers, the dates, and names should be checked closely as well. The language used should also be consistent. The memo should be personal. You can use ‘I’, we, you, and other engaging words. It should conversational and you can always use contractions. Never show off in the memo and avoid using technical jargon.
Start writing memos today and do it effectively.