How to Write a Memorandum

What Is A Memorandum Or Memo?

A memorandum or memo for short is ordinarily understood to be an valid document originating from an office. There are discrete types of memos. For example, in a business environment, the Memorandum of understanding (Mou) and Memorandum of association (Moa), are common. A memorandum is written to reveal or convey a brief message on a given field or topic. Apart from exact memos, two of which have been cited earlier, a memorandum is normally not more than one page.

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Notes On Writing A Memorandum

A memorandum is ordinarily made up of three parts. These being: Introduction, Body and Conclusion. Many office memos come in a approved and pre-approved format. The headings in a approved format are: To, From, Date, field and Reference. The memo may be addressed to an private or a group of individuals. They are normally addressed by position or designation. along with a name and title if it is addressed to an private is an approved practice. Below the headings are the introduction, body and conclusion. In the introduction, the purpose or why the memo is being written and what would be focus of attentiveness would be explained. The body will furnish details of the field such as what is the issue, what are the implications and other considerations along with options. The conclusion will state what needs to be done, by whom and when. The memo needs be brief, to the point and clear. The general rule is one idea or issue per memo. If many ideas or issues need to be communicated, it would be best to call for a meeting or discussion. The target audience must be kept in sight. Key questions such as why the memo is being written, what needs to be conveyed and what is the startling outcome must be enduringly kept in mind. This must be done before writing the memo, while it is being written and after it is completed. Be prudent with words. Use straightforward language. Use the active voice. Use active verbs. The reader wants to read the document and move on to what needs to be done. Use the correct titles before the name such as Mr., Mrs., Ms., and so on.
Editing The Memorandum

After completing the memo, reveal it for accuracy, brevity and clarity. Read it out and check how it sounds or comes through. Check details such as date and address. These are leading for ensuring that the message is delivered to the correct target audience and quickly. Additionally, it makes document operate easier. Do not overlook the importance of correct spelling and grammar.

How to Write a Memorandum

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Writing a Memorandum - Do You Know the Basics?

What is a memorandum?

A memorandum or memo for short, is a written form of communication. It is commonly used in business and academia. If you work in a business or academic environment and lead a unit or department, writing a memo must become second nature to you. In other words, you must be able to easily and quickly write an effective memorandum. How can you do this? Learning the basics is a must. What are the basics? They are as follows:

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Format of a memorandum

In the past, memos used to be very formal. However, the current style is to be more personal.

Words of caution. Though you may prefer the personal style, do not compromise on accuracy, brevity and clarity. Do not sacrifice on the essentials. Bear in mind that unlike letters, a memo is made up two parts: the heading and body. Many companies and organisations, in order to standardise the format of a memorandum, have pre-set formats. In fact, it is common to find memos on how to write a memorandum being circulated from time to time in business as well as academia! An example of a format for the heading is:

Date: 24 October, 2009

To: All Staff

From: The Vice-President, Corporate Communications

Subject: How Not To Write A Memo

Date: Write the month in full. Do not use abbreviations or numerals such as 24/10/09.

To: Be familiar with company policy or guidelines. Take into consideration your relationship with the persons or persons you are addressing. What is their rank or title? Generally, courtesy such as "Mr." or "Mrs." is not used. However, depending on the local culture, people of higher rank are usually addressed by their tile such as "The President" or "Chief Executive Officer."

Use the addressee's name in full. You may, depending on your relationship and in an informal memo, use first names or even nicknames. Where necessary, you may have to use additional identification such as a job title, name of the unit or department. For example: Shalina Victor, Senior General Manager, Corporate Communications. If your memo is directed at many people, you may use "See Below" and list the names at the bottom of the memo. For a large group, use identification such as, "Divisional Heads" or "Departmental Heads."

From: You may place your own name, job title or name of your department here. However, do use not courtesy such as "Mr." or "Mrs." You may sign the memo or put down your initials at the end of it. This is usually at the top of your title or name. Variations depend on the culture of the organisation or company.

Subject: "Re:" is commonly used instead of subject. The rule is to have your statement as brief or short as possible without losing its accuracy. What is the memo all about? Mention it in the statement.

In addition to the above, your memorandum must be free of spelling, punctuation and grammar mistakes. Sentences must be well constructed and words used correctly. Proofread and check your memorandum carefully. Do you have the time to do it? Can you get someone else to do it for you? There is a better alternative. Find out what it is and it help make your memorandum make a better impression.

Writing a Memorandum - Do You Know the Basics?

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