How to Write a Business Memorandum
By Samantha Weinschreider
Business memorandums, commonly called memos, are a fairly simple and effective way to communicate with peers within the office environment. Typically memos are a form of interoffice communication that states that there is a problem or issue with something that a group is involved in and then goes on to propose tasks and assignments for the group to do.
I. The heading of a memo is important to make sure that the memo is received by the appropriate reader and what the memo is in regards to.
-TO: (readers’ names, groups’ names, or companies’ names and appropriate job titles)
-FROM: (writer’s name and job title)
-DATE: (example: November 12, 2009, sometimes includes the time that the memo is sent)
-SUBJECT: (highlighted in some way, gives an idea about what the memo is about
II. Opening Segment
Similar to a business letter, following the heading, there is an opening segment. It is essential that within the opening paragraph of this portion of the memo that the framework of who, what, when, where and why is laid out. The next part of the memo is for including details, so this part is just a brief overview of the background of the issue at hand. Do not overwhelm the reader with too much information, especially during the beginning stages.
III. Context
The context portion of the memo is about the event, circumstance, or background of the problem that the writer would like to have solved. This portion may take as little as a few sentences or a decent sized paragraph. It is important to have a strong opening sentence. It is imperative that throughout the whole memo the writer maintains the same tone and keeps a strong, centralized focus on the task at a hand. The success of a memo depends heavily on the writer’s ability to keep the readers’ attention and not overwhelm them by using an inappropriate tone.
IV. Task Segment
The task segment is the part of the memo where the writer asks the readers to get involved in solving a problem. In this part of the memo it is vitally important that the writer’s tone is appropriate. Keep it professional, but try not to sound demanding. The appropriate tone is essential because the wanted reaction for a memo is action and positive feedback about the issue. So the better the tone, the more action and feedback will be received.
V. Summary Segment
The summary segment is the portion of the memo the writer uses to draw attention to any research or information that is relevant to accomplishing the prior proposed task. It is suggested that if the memo is already longer than a page, that it would be a good idea to have the summary segment attached on a separate page. By making the summary segment its own page, it is more aesthetically pleasing to the readers’ eyes and draws the readers’ attention and focus back to the task at hand.
VI. Discussion Section
The discussion section of the memo is typically the longest and most tasking part of the whole document. In this portion of the memo, the writer includes all the details that support their ideas. It is important to use the idea of a pyramid for this part of the memo. With a pyramid idea, the most important and specific information should be at the beginning of this portion and then the information should become more general. When including details it is important to remember that all of the information is in the strongest to weakest format. Keeping with this format will be a tremendous help in the coherence and tone of the memo. The more evidence and strong points the writer uses to persuade the reader in this portion of the memo, the more effective the memo will be as a whole.
VII. Closing Segment
The closing segment of a memo is the part of the memo were the reader has the chance to take into consideration all of the information they have received throughout the memo. In order to receive a desired reaction it is advisable that the writer thank the readers’ for their time and contributions.
VII. Attachments
The final part of a memo is not a requirement for all memos. Depending on the depth and content of the memo, it may be necessary to include attachments. Attachments are any sort of information, research, or other findings that are relevant to the memo and will strengthen any of the points made in the discussion section. The proper notation for an attachment is:
Attached: title of attachment
other notes:
Tone:
It is imperative that the tone of your memo is appropriate. There is a happy medium between telling someone to do something and asking them to do something. It might be challenging, but it is a good idea to try and walk that line. You do not want to come off as being too critical, but you also do not want it to appear that you do not have a backbone. Either way, nothing will get done in a timely manner if your tone is not appropriate.
Format:
The general elements and very basic format for all business memos are the same. As shown below, not all memos are going to look the same. It is very common that the layout and design of a memo varies from company to company. It is still a good idea to have a general knowledge of the primary components of a business memo though.
http://owl.english.purdue.edu/owl/resource/590/01/ is a great website by Purdue University that provides a great outline of how to write a business memorandum.
By Samantha Weinschreider
Business memorandums, commonly called memos, are a fairly simple and effective way to communicate with peers within the office environment. Typically memos are a form of interoffice communication that states that there is a problem or issue with something that a group is involved in and then goes on to propose tasks and assignments for the group to do.
I. The heading of a memo is important to make sure that the memo is received by the appropriate reader and what the memo is in regards to.
-TO: (readers’ names, groups’ names, or companies’ names and appropriate job titles)
-FROM: (writer’s name and job title)
-DATE: (example: November 12, 2009, sometimes includes the time that the memo is sent)
-SUBJECT: (highlighted in some way, gives an idea about what the memo is about
II. Opening Segment
Similar to a business letter, following the heading, there is an opening segment. It is essential that within the opening paragraph of this portion of the memo that the framework of who, what, when, where and why is laid out. The next part of the memo is for including details, so this part is just a brief overview of the background of the issue at hand. Do not overwhelm the reader with too much information, especially during the beginning stages.
III. Context
The context portion of the memo is about the event, circumstance, or background of the problem that the writer would like to have solved. This portion may take as little as a few sentences or a decent sized paragraph. It is important to have a strong opening sentence. It is imperative that throughout the whole memo the writer maintains the same tone and keeps a strong, centralized focus on the task at a hand. The success of a memo depends heavily on the writer’s ability to keep the readers’ attention and not overwhelm them by using an inappropriate tone.
IV. Task Segment
The task segment is the part of the memo where the writer asks the readers to get involved in solving a problem. In this part of the memo it is vitally important that the writer’s tone is appropriate. Keep it professional, but try not to sound demanding. The appropriate tone is essential because the wanted reaction for a memo is action and positive feedback about the issue. So the better the tone, the more action and feedback will be received.
V. Summary Segment
The summary segment is the portion of the memo the writer uses to draw attention to any research or information that is relevant to accomplishing the prior proposed task. It is suggested that if the memo is already longer than a page, that it would be a good idea to have the summary segment attached on a separate page. By making the summary segment its own page, it is more aesthetically pleasing to the readers’ eyes and draws the readers’ attention and focus back to the task at hand.
VI. Discussion Section
The discussion section of the memo is typically the longest and most tasking part of the whole document. In this portion of the memo, the writer includes all the details that support their ideas. It is important to use the idea of a pyramid for this part of the memo. With a pyramid idea, the most important and specific information should be at the beginning of this portion and then the information should become more general. When including details it is important to remember that all of the information is in the strongest to weakest format. Keeping with this format will be a tremendous help in the coherence and tone of the memo. The more evidence and strong points the writer uses to persuade the reader in this portion of the memo, the more effective the memo will be as a whole.
VII. Closing Segment
The closing segment of a memo is the part of the memo were the reader has the chance to take into consideration all of the information they have received throughout the memo. In order to receive a desired reaction it is advisable that the writer thank the readers’ for their time and contributions.
VII. Attachments
The final part of a memo is not a requirement for all memos. Depending on the depth and content of the memo, it may be necessary to include attachments. Attachments are any sort of information, research, or other findings that are relevant to the memo and will strengthen any of the points made in the discussion section. The proper notation for an attachment is:
Attached: title of attachment
other notes:
Tone:
It is imperative that the tone of your memo is appropriate. There is a happy medium between telling someone to do something and asking them to do something. It might be challenging, but it is a good idea to try and walk that line. You do not want to come off as being too critical, but you also do not want it to appear that you do not have a backbone. Either way, nothing will get done in a timely manner if your tone is not appropriate.
Format:
The general elements and very basic format for all business memos are the same. As shown below, not all memos are going to look the same. It is very common that the layout and design of a memo varies from company to company. It is still a good idea to have a general knowledge of the primary components of a business memo though.
http://owl.english.purdue.edu/owl/resource/590/01/ is a great website by Purdue University that provides a great outline of how to write a business memorandum.
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