Tips for Creating Effective Memos

Memos are documents used within a company to communicate information. They are most commonly sent by email. These documents usually give information, request information or make announcements. They are less formal than letters but they still have important aspects of structure that should be followed. For instance, it is important to have the following information (see sample template below) such as To, From, Date, Subject. They can be short or long – but generally they should be kept brief and concise. Often a paragraph is just one sentence. The standard structure to follow is  a maximum of 3 paragraphs (this can vary – I am just giving you a rule of thumb). I am using FULL BLOCK STYLE – the easiest style. There are several that can be used. The best is to use the one your professor or your company commonly uses.

1st paragraph – state the reason for writing. Be brief and concise.

Middle paragraph – give your information or make your request. be direct.

Although a goodwill close is not required in memos, I teach it as good business practice. This makes it easy for the person to contact you immediately and shows some act of genuine good will on your part. The good will message consists of at least two parts: thanks for any help received or thanks for their consideration of your request; Your contact information email and phone number.

Your reference initials go down at the left bottom of the page.

If you are including any enclosures (attachments) this should be indicated at the bottom left (see template below). You count the attachment not the pages. You can list the items you are attaching if you wish or only indicate the number of items.

A copy notation indicates to whom you are copying on the message.

 

(Sample)Memorandum

 

 

TO:             Type the Person’s name Here

 

FROM:          Your name and Department

 

DATE:         Business Formal requires day, date month example: Wednesday February 6, 2013

 

SUBJECT:   State the subject here: ours is Sample Memo

________________________________________________________________________________

 

 

Lorem ipsum dolor sit amet, consectetuer adipiscing elit, sed diem nonummy nibh euismod tincidunt ut lacreet dolore magna aliguam erat volutpat. Ut wisis enim ad minim veniam, quis nostrud exerci tution ullamcorper suscipit lobortis nisl ut aliquip ex ea commodo consequat. Duis te feugifacilisi. This is place holder text to show you where you would type your information – the reason why you are writing.

 

Lorem ipsum dolor sit amet, consectetuer adipiscing elit, sed diem nonummy nibh euismod tincidunt ut lacreet dolore magna aliguam erat volutpat. Ut wisis enim ad minim veniam, quis nostrud exerci tution ullamcorper suscipit lobortis nisl ut aliquip ex ea commodo consequat. Duis te feugifacilisi. This is place holder text to show you where you would put the information , announcement or request.

 

Lorem ipsum dolor sit amet, consectetuer adipiscing elit, sed diem nonummy nibh euismod tincidunt ut lacreet dolore magna aliguam erat volutpat. Ut wisis enim ad minim veniam, quis nostrud exerci tution. This is place holder text to show you where you would put the Goodwill close. An example of a good will close would be something like this: Th\nk you for your cooperation with this new procedure. If you have any questions, please contact me at emailaddress or Phone number and extension. Put the specific information in.Make it easy for them to contact you.

 

 

 

 

 

 

 

 

 

 

Reference initials  – My initials are CL  – You put your first and last initial here.

An enclosure notation An enclosure notation looks like this: Enclosure: 1

A copy notation A copy notation looks like this: Copy: John Doe

So – done properly this information would look like this on the page:

CL

Enclosure: 1 (only if I am attaching something)

Copy: Joe Doe

 

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