Writing Effective Memos: Format, Types, and Elements, Study notes of Business networking

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How to Write an Effective Memo

Memo (short for memorandum) is a business-oriented style that is best suited for interoffice or intercolleague correspondence. More informal in tone and organization than a letter, memos are generally used to provide or ask for information, announce a new policy, update on personnel transfers, or for any other internal issues. Elements of an Effective Memo An effective memo:  grabs the reader's attention  provides information, makes a recommendation, or asks for action  supports your position or explains benefits to reader  mentions next steps and deadlines When composing a memo, always take the four-step approach to writing: plan what you want to say, write a draft, revise the draft, and edit. Types of Memos There are four types of memos you might have to write, each with its own organizational format: information, problem-solving, persuasion, and internal memo proposal. Information Memo  used to deliver or request information or assistance  first paragraph provides main idea  second paragraph expands on the details  third paragraph outlines the action required Problem-solving Memo  suggests a specific action to improve a situation  first paragraph states the problem  second paragraph analyzes the problem  third paragraph makes a recommendation  when making a recommendation, include not only the positive details but also the drawbacks and diffuse them yourself Persuasion Memo  used to encourage the reader to undertake an action he or she doesn't have to take  first paragraph begins with an agreeable point  second paragraph introduces the idea  third paragraph states benefits to the reader

 fourth paragraph outlines the action required  fifth paragraph ends with a call to action Internal Memo Proposal  used to convey suggestions to senior management  first paragraph states reason for writing  second paragraph outlines present situation and states writer's proposal  third paragraph describes advantage(s)  fourth paragraph mentions and diffuses disadvantage(s)  fifth paragraph ends with a call to action Memo Parts More informal in appearance and tone than a letter, a memo is set up in a special format. Headings, lists, tables or graphs are often used to make the information more readable. All memos consist of two sections: the heading and the body. The heading indicates who is writing to whom, when, and why. The heading should include the following parts:

1. To  lists the names of everyone who will receive the memo  includes the first and last name and titles or departments of the recipients for formal memos, memos to superiors, or if everyone on the list does not know each other  if all recipients know each other's names and positions, use just the first initial and last name of each recipient  can be listed alphabetically or by rank  if it is not possible to fit all the names in the To: area, use the phrase "See distribution list"  at the end of the memo add the word "Distribution" and then list the names of the people who will receive a copy of the memo  arrange the names by rank, department or alphabetically
2. From  lists the name of the writer(s) in the same way as the name(s) of the recipient(s)  there is no complimentary close or signature line, but authors initial their names on the From: line
3. Date  lists the month, date, and year the memo was written  do not use abbreviations  avoid using numbers for months and days

4. Re: or Subject  indicates the main subject of the letter  should be as specific and concise as possible
5. Cc or c  lists those readers who should have a copy of the memo for their information or reference but are not expected to carry out the same action as the recipients listed in the To: line  "cc" can also be placed at the end of the memo below the distribution list (if used) The body of the memo conveys the message and generally consists of 4 parts:
6. Introduction  states the general problem or main idea
7. Statement of facts  states the facts or discusses the problem or issue
8. Argument  explains importance or relevance of facts
9. Conclusion  summarizes the main idea, suggests or requests action  memos do not have a complimentary close or signature line  memos end with a call to action