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Writing Business Memos

write in different genres

Writing business memos

What is a business memo?

A business memo is a short document used to transfer information within an organization. Memos are characterized by short, direct and easy to navigate. They are less formally as letters, but should maintain a professional, concise style. The purpose of a business memo is often two times: to identify a problem and to propose a solution. Other times can provide or request Memo's factual information.

Business memos should accommodate lively readers who want to quickly and easily want to find the information you need from the memo. When writing a business memos, you should structure your memo to accommodate three types of readers:

  • those who only read the executive Summary
  • those who exceed the entire memo for his key points, and a few details that interest you are at
  • those who read the entire document for the details that support their most important claims or recommendations

Remember that these readers have different purposes to read the memo. Often, readers have to make policy and action decisions on the basis of the recommendations. Others may want to obtain specific information (evidence) required to understand and justify policy and action decisions. The readers can also get a feeling of their professional ability and their judgment.

To determine the purpose and audience of your memo, ask yourself: Who is the intended recipient of this memo? What do I want that the recipient has to do after reading the memo? What information is the recipient in the memo? These types of questions will help lead their contents, structure and signs of influencing.

How do I write an effective business memo?

As mentioned above, an effective business note is short, direct and easy to navigate. The following five writing strategies help the readers to navigate easily and quickly business memos:

  1. present the main point first. This can be the most important directive on the structure and content of the memos. The readers should quickly grasp the content and meaning of the memo. If readers have a question or problem, you would like to know the answer or solution immediately if readers want more information, you can read more. In other words, the supporting details should follow the main point or conclusion, not driven.
  2. maintain a professional, concise style. The style of your letter should be appropriate to your audience: In this case, your audience is your boss, your employees or both. So your style should be professionally, uncomplicated, warm and easy to read. To achieve such a style, use short, active sentences. Avoid jargon and presumptuous language. Maintain a positive or neutral clay; Avoid the negative language, if possible. In addition, Memos easier to read, a professional writing style also improves the credibility of the writer.
  3. Create a very specific subject line to give the reader an immediate presentation of subject and purpose of the memo (or message). The subject line should orient the reader to the subject and the purpose of the memo Enter a practical reference for the submission and short check. Suppose, for example, that you write to request authorization and financing for a business trip. You avoid a general subject line like "Publisher's Convention" or "Trip in AWP Conference" in favor of something more closely like "Application for Funds: AWP Conference". The last example would tell the reader to the subject and what she was asked for him.
  4. Specify a summary or overview of the main points, especially if the memo is more than one side. is often referred to as executive summary, the first paragraph of a long memo or a long memo or message is used to:
    • presents the main requirement, recommendation or conclusion
    • then summarizes in the preview of the most important facts, arguments and evidence
    • predicts the structure and order of the information displayed in the rest of the memo
    • Like the subject line, the summary of the executive is a quick overview of the purpose and content of the memo. The reader uses it to lead both a short first reading as well as following faster reviews.
  5. Use format functions, z. B. Headings to offer structural and leaders to the information you are looking for. Headings offer an outline of the memo, so that the reader can quickly see what the most important topics or points are and where you are in the memo can find. Set the headings parallel to each other and as accurately as possible. Other format functions, the signal structure and reader readers with short paragraphs and text blocks, lists set by depressions, numbers or balls or generous use of the white room to guide the eye.

Standard Memo heading

Although the format for a memo can vary from an organization to another, the standard header consists of a series of clearly labeled lines that provide important information about the content of the memos and their distribution. The following are standard elements of a memo header:

Date: The date on which the memo is distributed

to: The person (s) to which it is addressed mainly

(sometimes with professional title)

CC: Name (s) from each other that receives a copy

(sometimes with professional title)

From: Name of the writer, usually follows / you

Handwritten initials (sometimes with professional title)

Topic: or Re: Concis statement of the topic of the memo

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