Writing Business Memos

Things To Remember When Writing Memos: Identify your audience before you begin to write. This will guide you in how formal or

informal you can be. Be concise and come straight to the point. Use headings, bullets, and/or numbered lists so key points stand out and the

document is easy to read. Each paragraph should contain one main idea. Also, try to keep each paragraph

short. Use a business-like tone—

o use the first person (I or we); o use short, simple words; o be as informal as the situation allows;o keep your sentences short.

Check all of your facts. Always read your work (or have someone else read it) before you send it out.

Identify any attachments so your recipient knows if anything is missing. Never include a closing. The “From” line eliminates the need. Remember - a memo becomes the property of its recipients and is not “private.” It

may be forwarded to someone else, so don’t say anything in a memo that you wouldn’t say in person.

 

Standard Memo HeadingThough the format for a memo may vary from one organization to another, the following are standard elements of a memo header:

Date: The date on which the memo is distributedTo: The person(s) to whom it is primarily addressed (sometimes with job title)cc: Name(s) of anyone else who receives a copy (sometimes with job title)From: Name of the writer, usually followed by his/her handwritten initials (sometimes with job title)Subject: or Re: Concise statement of the memo’s topic

Sample Memo 1

MemorandumTo: Stephen Powers, Director of I.T.From: Dan Smith, Manager, Information SystemsDate: January 26, 2009Subject: Computer problems

We are still having problems with the five new computers we have purchased from BryanHansen at the Hometown Computer Company. The problems we have been having include:

Two notebook computers won’t boot up. Hometown’s technicians think it may be a problem with the motherboards, but they can’t solve the problem.

One monitor continues to make a high-pitched whining sound. Two desktop computers came infected with viruses.

I feel that we should check into sending these computers back and get new ones from another supplier. I don’t feel confident with any equipment from this supplier.

Sample Memo 2

To: Northwest Area Sales Staff From: Peggy Smith, Vice President of Sales Date: February 1, 2009RE: New Monthly Reporting System

I’d like to quickly go over some of the changes in the new monthly sales reporting system that we discussed at Monday’s special meeting. First of all, I'd once again like to stress that this new system will save you a lot of time when reporting future sales. I understand that you have concerns about the amount of time that will be initially required for inputting your client data. Despite this initial effort, I am confident that you will all soon enjoy the benefits of this new system.

Here is a look at the procedure you will need to follow to complete your area's client list:

1. Log on to the company web site at http://www.picklesandmore.com 2. Enter your user ID and password. These will be issued next week. 3. Once you have logged on, click on "New Client". 4. Enter the appropriate client information. 5. Repeat steps 3 and 4 until you have entered all of your clients. 6. Once this information has been entered, select "Place Order". 7. Choose the client from the drop down list "Clients". 8. Choose the products from the drop down list "Products". 9. Choose the shipping specifications from the drop down list "Shipping". 10. Click on the "Process Order" button.

As you can see, once you have entered the appropriate client information, processing orders will require NO paperwork on your part.

Thank you all for your help in putting this new system into place.

Just like when you write an email!