The term ‘memo’ is an short form of ‘memorandum’ which derive from the Latin meaning ‘a thing to be remembered’. Prior to the use of computer technology in the office a memo was used to tell staff of significant information which a boss or team leader may have needed them to know about. It may have been future for just one person or the same information may have had to be dispersed to many members of staff simultaneously and it would more often than not consist of a few basic facts which would be typewritten then photocopied and dispersed by hand around the office to all the future parties one should know this before going for how to write a memo.
This could often take quite a substantial time if there were many recipients and they were all located on a variety of floors of a large office block.
However today, computer technology, and e-mail in particular, has made the procedure of sending a memo, or something akin to it, so much easier and more immediate. The sender can just type the memo into one single e-mail and can just copy in or ‘cc’ all the names of all the people they wish to take delivery of it and then it can be sent to them all simultaneously so that they all receive the in order at the same time.
The following components are essential to learn how to write a memo effectively:
· Write for your spectators: think education, background, company status, and recipient needs.
· Informative subject line: Be frank and non-generic as to what the memo is about.
· Write the bottom-line first: Optimally, the first sentence or two should hold what you want the readers to know or act upon. Exceptions include critical or 'bad-news' memos.
· Concise: Check for unnecessary words; keep the memo to one page or less, and use attachments or separate summaries for additional in order.
· Coherent: Keep the memo structure easy and logical, limit one idea per paragraph.
· Common language: Keep your communication distilled to accessible language, no showing off.
· Factual Tone: Use a neutral or optimistic tone where applicable, keep away from emotionally-charged words.
· Conclusion: If needed, add an end, or closing, to your memo to reaffirm or summarize the memo's points.
· Formatting: Follow company-specific guidelines, use short paragraphs, bullet points, and strategic post of details. Utilize memo writing standards.
How to write Memos in email
With the advent of e-mail and teleconferencing, surprisingly, effective memo writing remains an necessary skill in business communications. While less official approaches are sometimes used, the preponderance of business memos involve professional, concise writing and proper format. Memos may be delivered via e-mail, but this makes professionalism and format no less essential. When sending electronic memos, be sure to:
· Verify the memos look as future in print as well as on screen.
· Use fonts and graphics that are clear and well-matched with recipients' computers.
· If creating a new memo template, send physically a copy first. Confirm that the proper formatting remains intact.
· Ensure attachment, such as PDF documents, are readable by all recipients.
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