Writing a professional memo

writing a professional memo

Memo, template - format Example

Do not state something that is knowingly inaccurate. Make sure to always check your facts. Memos can be required in court if the business gets sued. These documents need to be formal, accurate, and business-like, since they may provide proof that something was or was not done. The legality of the document also heightens the importance of professionalism within a memo. Do not include nicknames or inside jokes. If jokes are stated, the courts may think that it is a code used between people and may be a red flag for the court system. If these documents are read in court, it reflects badly upon the company.

Memo (or the powell Manifesto text and Analysis

The signature line needs to include a contact phone number, e-mail address, and, if your company has a web url, that should be seat included too. A closing line may not be needed, and will depend on your relationship with the recipient. Dates edit make sure you write any dates in the following format: month in written format, (ex. December followed by the day in numerical format, concluding with the year in numerical format. This format is important so that dates are not confused. If the memo is sent to another country, the date will not be misinterpreted. Legality of Document edit memos are legal documents. That is why it is important to write them in a professional manner. The date is not only beneficial for the employees within a company, but it is also beneficial in the event that a court case arises. Dates can be used as a form of documentation. Furthermore, a memo should always be accurate and honest.

Put each reason in a separate paragraph, rather than bunching them. If a paragraph gets too long, roles the reader's attention is lost and the purpose of the document is gone. It is natural for people to skim and find key words to focus on when reading a document. If the paragraph is long, they will resort to looking less for key words and try to skim through it even faster. Call to Action edit Close your memo with a call to action. Its simple; if you want a response by Friday at. M., then say. This gives the reader an obligation to send you something back. Closing edit The closing in a memo is as simple as a signature line.

writing a professional memo

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This enables the readers to be prepared to explain the situation and answer questions from others who have not been informed through the memorandum. Initial your Memo edit like signing a letter, initialing a memo that is to be mailed is a sort of stamp of approval from you. The basic Structure of a memo Is: Statement of the Problem, discussion of Why the Problem Exists, suggested course of Action, and your Concluding Statement. Do not give too many Whys edit It's necessary to explain why you want something done, but be sure not to overdo. A memo should be short and to the point. The reader will not read the entire document, so the memo needs to be able to be skimmed easily. Keep Paragraphs Short edit limit each paragraph to about five lines or less.

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writing a professional memo

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Put what you want the reader to write get out of the memo at the top and then continue to go into more detail in the body of the memo. This is known as an inverted pyramid style of writing. This style of writing is important because readers often only take time to skim higher memos. Putting the most important information at the beginning of the document ensures that the reader understands the purpose of the document. Most readers will miss the important subject if the memo is not written this way.

This is mainly due to the fact that they are skimming towards the middle of the document and are not thoroughly reading the memo. Another tool that accounts for the skimming of memos is the use of bullet points, tables, and lists. These can be effective because they summarize the current situation of the project, as well as offer a checklist for future reference on things, such as deadlines. Bullet points are easily accessed by the reader and can relay important information to the reader quickly and concisely. List Recipients of the memo edit It is considerate to inform the readers of who all is receiving the memo you have written. This way the readers know who the informed audience is and who has this information.

Double check names, dates, and the specifics of the project/topic to make sure that everything is accurate and up to date. Keep in mind that any written business document is legally binding, which means everything in the memo needs to be accurate. Make sure that you look at your spelling, since the spell check on the computer program is not always reliable. Dont be overly sincere edit, try to avoid phrases such as were sorry for any inconvenience this may have caused or please dont hesitate to call. Too many phrases such as this may appear to be insincere or trite to some readers.


You can be honest without sounding like a child. Do not overuse cliché phrases; instead, make sure to express yourself and make sincere apologies when appropriate. Become the reader edit, keep your reader in mind when you are writing a memo. One tip for achieving a reader-centered memo is to pretend that you are having a face-to-face conversation with the memo recipient. Again, make sure that you are professional, yet, at the same time, get the point across to your audience by being clear and concise. Make the End the beginning edit, memos often begin with a statement of the problem or a found solution.

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Instead of writing per your request think of using a more casual way to say it for example, as you requested or as you wanted would be more appropriate. Avoid fluff Words edit, get to the point by keeping to the important topics, while avoiding the use of fluffy adjectives. No one likes to have to read between the lines when they are on a limited schedule. Be honest in your word choice, without sounding wordy or pretentious. Only use jargon if it helps keep the memo concise and you are sure that the reader will understand the jargon. Your English teachers will all disagree, but in business, short and sweet is the standard for memos. Check biography before you send edit, take time before you send the memo to make sure that you have covered all the correct information.

writing a professional memo

kept for many years and can be used as a reference in given situations. It needs to stay formal and professional. Colleagues, superiors, and clients do not want the document to be too casual because it can be possibly interpreted as disrespectful. Never start a memo like you are talking in a conversation with a friend, using words like, "hey and." you always want to start a memo using a professional opening, such as "hello" or "dear etc. This applies even when the person you are writing the memo to is a close friend. Do not Get Wordy edit, avoid words that might not be known to readers. The language should be simple, but it should not be overly simple.

This gets the reader right into the information and avoids wasting time on lengthy introductions. Don't waste time and space with irrelevant information, get right into the issue at hand. Use Active voice, first Person edit, memos always have a conversational style, and use words like "I "you and "we". It sounds more natural to write say, "I would like you to do this" and it is more personal because you are addressing a specific individual. To get action from people, write in the active voice as opposed to the passive voice. Write as if you were talking to the person face to face. Use contractions, however, avoid using slang words or phrases that might be misconstrued by a reader. On the other hand, keep the document appropriate for a work place setting. Remember: Memos are professional documents.

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A memo or memorandum is a communication note that records events or observations on a topic. Memos are typically used within a business environment as an interoffice tool and can serve many purposes. Today, emails can be considered a common type of memo. For example, they call attention to issues that may need to be resolved, they update clients and other colleagues on the status of active projects, and finally, they give solutions to colleagues on issues that are related to the project being worked. They are good tools to provide a concise method of member to keep it simple. Use An Informative subject Line edit, be specific from the beginning, tell the reader what the subject of the memo is and what is a proposal, progress report, question, or result. The subject line is one of the first things the reader is going to look at as soon as they pick up a memo. For this reason the subject line needs to be informative so the reader knows exactly what they are reading as soon as they look at the memo. Use Strong Opening Sentences edit, like a subject line the first few sentences need to elaborate on the topic and purpose of the memo.


Writing a professional memo
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Link - return from Memo Writing to Professional Business Writing. In this project-based learning course, you will work on a continuous project, the writing of a professional email/memo.

3 Comment

  1. For one to produce a complete and effective professional memo, they have considered some factors. These factors are; the writer of the memo should put their focus on objectives. E., what they look forward to achieving. Figuring how to write a memo people will pay attention to? Here's a memo Checklist, some memo templates, and even some memo formulas to help. This is a general guide on how to write a memo (aka memorandum if you wanna be technical) that.

  2. How to Write a memo. Memos are a great way to communicate big decisions or policy changes to your employees or colleagues. In order to keep your memo consistent and professional, dont use any strange or personal fonts. Stick with Times New Roman or Arial. How to write a professional Memo?

  3. Summary a professional memo, contrary to academic writing, starts with the summary of the topic of the memo. Major points to consider regarding a topic are highlighted, putting the common end of a literary piece at the beginning. To write a memo, start by placing the word Memorandum at the top of a page. In a pinch, you can send a handwritten memo. Still, it's considered much more professional to email your memo, so there's a copy of it and it's easier to read.

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