There are many forms of communication that businesses use. These vary depending on the type of communication, formal or informal. Memos are the most popular form of internal communication in a written format maintaining the confidentiality of the business.
What is a Memo in Business Communication?
A memo is an abbreviation for memorandum. It serves the purpose of delivering the information to a mass of people. It is written from the perspective of one-to-all. Memo notes normally include the interest of the business. You can use a memo to explain any upcoming task or event, as a reminder, highlighting the event and for many other purposes. However, memos hardly include a call to action elements. It is the ideal document that helps in addressing several people formally.
Memorandum Format
Every part of the memorandum format has a justifiable reason. Always write the memo in a professional format. It should include all the required details and no unnecessary information. The format and details to be included while writing a memorandum are as follows.
Heading: After writing the information that is added in the header format, ‘Memo’ is written, before starting with the body and adding content.
Recipient: Next, the address of the recipient is added. For example, “Employees of the marketing department.”
Writer: Here, the name of the person writing the memo is added.
Additional Receipts: These people receive the memo just like others; however, the memo does not address them. These can be members of the managing committee who need to keep track or any other people. They are just a part of the loop.
Date: It is an integral part of every formal document, and so is it necessary for writing memos, also.
Subject Line: This provides an outline of what the memo is about, in just a line or two. This allows the reader to know the context that the memo is referring to. For example, Subject: Induction seminar for the recruits of the company.
Body: Here you get all the information. It contains the ‘when’, ‘what’, ‘where’, ‘why’, and answers to all these questions. This will help in providing all the information readers need to know in a concise, professional, and well-structured format. It is necessary to convey all the information with precision and clarity. Try ending the body with a positive note.
Proofread and Editing: The final and most important step is to proofread the content before sending it out. Ensure that it does not contain any minor issues either.
Effective Tips for Memo Writing
Here is a list of the tips one can follow for memo writing and these are:
The Orientation of the Audience: While drafting a memo, it is essential to understand the audience well. Try to offer a clear and concise memo without any ambiguities. There might be cases when only a department of the company is aware of an acronym. Under such cases, use the full forms for appropriate communication.
Professional Tone: A memo speaks volumes, representing a part of the organization. This makes it vital to take note of how you communicate with one and all.
Subject: A special emphasis is to be laid on the subject line. Make it clear and concise. In case of any specific event or occasion, ensure that its name is added in the subject line.
Direct Format: Make it direct. You cannot be passive about declaring any information. Keep the information related to the topic.
Objectivity: Without any personal bias, make the memo objective. Place the facts right away without any addition of subjective information.
FAQs on Understanding Memos: Structure and Purpose
1. What are the types of Memos?
Answer: The various types of memos are as follows.
Directive Memo: It includes stating a policy or propaganda that all people need to follow. For example, the announcement of a new policy.
Trip Report Memo: After the return of an employee from a business venture, the trip report is forwarded to a supervisor for checking and validation of all details.
Response Report: It provides the audience with all the necessary information they require and expect. It mainly includes four parts:
Purpose statement
Summary
Discussion
Action
Field Report Memo: These often include reports of fields or labs. This type of memo includes the following details:
Purpose
Summary
Problem
Methods
Results
Conclusions
2. What is the format of Memo Writing?
Answer: The format of business memos is as follows.
Memo
To: (recipient’s name)
From: (your name with title)
Date: (DD/MM/YYYY)
Subject: (a clear and concise sentence)
Body:
(Start by providing a brief description that includes details of memo writing and its purpose)
(Provide all the necessary information with a clear picture of memo’s objective and details)
(Sum it up with a proper conclusion and call to action, if needed)
3. Give an example of Memo Writing Samples. Consider the situation of informing all members of the Marketing Department for a meeting.
Answer:
Memo
To: All employees in the marketing department
From: XYZ, manager of the marketing department
Subject: Meeting for all employees of the marketing department on DD/MM/YYYY
I am writing to you all to inform you about the meeting for the marketing department to be held on DD/MM/YYYY in the conference room. As you already know, times are changing, and we need to adopt better marketing strategies for the company’s growth. It calls for us to take the required actions and plan a strategy for the same. So, I expect all the members to be present with their ideas, so we can discuss further. Please, ensure to reach on time for the meeting at 2 pm sharp.
