Memo writing is a creative process that requires a considerable amount of time and effort. Many students confuse it with letter writing, though these documents have a lot of different features. A memo is a pretty short and concise communication tool that conveys the author`s thoughts or opinions on something. Also, a memo can broadcast recent news or include a call for action. As well as any other document, a memorandum should follow a certain structure. Given the fact that this document is pretty short, it is necessary to admit that including irrelevant information to a memo will significantly affect its quality. A poorly written memo is a total waste of time both for its author and the recipient. Thus, the message should be as clear and concise as possible.
If your memo is longer than a page, you need to send it as an attachment. Keep in mind that a memo is widely used in the business setting as a means of communication. Thus, making it too long, there are high chances that the recipient will just put it away having no time to read your message. In such a way, your purpose will not be achieved. There are three main aims of memo writing:
- To convince the reader to take some action;
- To issue some directive;
- To report about something.
No matter what the purpose of your memo is, you need to organize it properly.
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A common definition says that a memo is a document that is widely used in a corporate setting for communication purposes. In comparison with an e-mail, a memo is less formal. Actually, when it comes to professional memo writing, every detail is important. If you lack the appropriate writing skills or relevant experience, you should hire a professional memo writer, who would complete this document instead of you.
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How to Write a Memo? Useful Information
If you are willing to work on your memo paper, make sure to follow our efficient suggestions that will help you create a truly winning piece.
Know Your Audience
We assure you that it is crucially important to know your recipient as it will allow you to choose the right tone for your document. For example, you can write your memo to a colleague, boss, subordinate, or any other person. In each of these documents, the tone of your message, as well as its overall content, will be pretty different. If you know that your recipient has some background information on the subject of your memo, make sure not to include it in your document. However, if you know that the topic of your memo is brand new for your addressee, you may contextualize it in your memo. After all, no matter who your recipient is, they have no time to read a poorly organized message.
Being a means of business communication, a memo should sound professional and correct. However, at the same time, it should not sound too formal or pretentious. As you can see, you need to find a balance that will help you send an informative message to your colleague. Pay attention that when it comes to memo writing, each detail matters, so you need to be very attentive when writing this document.
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Memo Format Aspects
Before you start writing a legal memo, you should clearly understand its purpose. Knowing your goal, you will understand what kind of document you are going to write – an informative or a persuasive one. So, let us figure out the key memo formatting aspects:
• The length of your memo should be approximately 1-1.5 page;
• There should be a date, a recipient, and a subject;
• There should be headings and subheadings in order to make your document easy-to-read;
• In case there is some attachment that should be studied along with the memo, make sure to mention it.
Basically, a memo should include the name of the writer and the recipient along with their job positions. Then, there should be a subject of a memo informing the recipient of what is the memo about. After the subject, there should be the main body of the memo, which includes two paragraphs. The first paragraph should inform the recipient about an issue and the second paragraph should explain what is required. Finally, the author should end their memo with a signature. For more information about common memo writing format, you may look for some memo writing samples available on the web. Undoubtedly, having a good example before your eyes, you will be able to cope with your task easier.