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How to write a memo
The term ‘memo’ is an abbreviation of ‘memorandum’ which derives from the Latin meaning ‘a thing to be remembered’.
Prior to the use of computer technology in the office a memo was used to inform staff of important information which a boss or team leader may have needed them to know about. It may have been intended for just one person or the same information may have had to be distributed to many members of staff simultaneously and it would usually consist of a few basic facts which would be typewritten then photocopied and distributed by hand around the office to all the intended parties one should know this before going for how to write a memo.
This could often take quite a considerable time if there were many recipients and they were all located on various floors of a large office block.
However today, computer technology, and e-mail in particular, has made the process of sending a memo, or something akin to it, so much easier and more instant. The sender can simply type the memo into one single e-mail and can simply copy in or ‘cc’ all the names of all the people they wish to receive it and then it can be sent to them all simultaneously so that they all receive the information at the same time.
The following components are necessary to learn how to write a memo effectively:
· Write for your audience: Consider education, background, company status, and recipient needs.
· Informative subject line: Be upfront and non-generic as to what the memo is about.
· Write the bottom-line first: Optimally, the first sentence or two should contain what you want the readers to know or act upon. Exceptions include critical or \'bad-news\' memos.
· Concise: Check for needless words; keep the memo to one page or less, and use attachments or separate summaries for additional information.
· Coherent: Keep the memo structure simple and logical, limit one idea per paragraph.
· Common language: Keep your message distilled to accessible language, no showing off.
· Factual Tone: Use a neutral or positive tone where applicable, avoid emotionally-charged words.
· Conclusion: If needed, add a conclusion, or closing, to your memo to reaffirm or summarize the memo\'s points.
· Formatting: Follow company-specific guidelines, use short paragraphs, bullet points, and strategic placement of details. Utilize memo writing standards.
How to write Memos in email
With the advent of e-mail and teleconferencing, surprisingly, effective memo writing remains an essential skill in business communications. While less formal approaches are sometimes used, the majority of business memos involve professional, concise writing and proper formatting. Memos may be delivered via e-mail, but this makes professionalism and formatting no less essential. When sending electronic memos, be sure to:
· Verify the memos look as intended in print as well as on screen.
· Use fonts and graphics that are clear and compatible with recipients\' computers.
· If creating a new memo template, send yourself a copy first. Confirm that the proper formatting remains intact.
· Ensure attachments, such as PDF documents, are readable by all recipients.
How to write a memo >
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