Writing Business Memo Format Effectively and Properly
Memo is common in business, company, or organization. When discussing about business memo, concise and brief content is what commonly you read about memo. In order to create effective business memo format, several things must be prepared and considered.
The format in this term is outline and content that must be in business memo. You cannot just write it randomly. Business memo is as important as legal document. One mistake affects many aspects. Therefore, the below sections will explore more about this topic.
Things to Know Before Writing Memo
Writing memo is what you usually do as manager or leader of department. Sometimes, something happens and need to be solved quickly. In that case, memorandum or memo will spread message what should be done. You should consider few things before exploring business memo format.
Employees, clients, customers, and shareholders are audience to your memo. They receive and read memo then do what have been written.
The purpose or subject is the reason why you create memo. Well, memo is usually for specific topic. Business involves many aspects and memo only covers relatively small portion. The purpose must be straightforward.
- Company organization structure
You write memo but need to know the company’s organization structure. Manager from financial division cannot send memo to other, unless it is emergency. Memo is brief, but it mostly should be in line based on chain command. Of course, emergency memo can do many thing, but make sure to stay in line. You can address your own people and involve other if necessary.
Even though memo is just half page writing, you still need proofread. Some people find difficulty to develop succinct word. They write many sentences to explain one term instead of one phrase. The proofreader will check the memo content.
Outline of Business Memo Format
Header is the key because memo is for specific purpose. In this part, you can write audience, writer, date, and subject. Meanwhile, audience is customer or employee. Writer is person who is responsible to write that memo. For the subject, it is the topic of memo that must be as straightforward as possible.
Keep in mind brief memo does not have to be one paragraph. On the other hand, you can use three steps when writing it. The first paragraph is introduction when you address subject and audience. After that, the second one is content that may be more than one paragraph. However, do not write more than three.
This part should be simple and one sentence can cover the entire content. The closing should be formal.
Business Memo Format and Template
Usually, the company has template for memo. The format and content are different depending on where memo come from. On the other hand, the template is strict and fixed as it is applied on in one company. You can follow that template and check again before sending to audience.
From the explanation above, business memo format is simple and brief. You should learn how to write memo properly and effectively. The learning helps you to know the memo comprehensively in order to prevent mistake and misunderstanding
There are many formats that you can follow. The first format is often called double or double fold. A longer format can have many paragraphs, but it should never have more than 1 page. The script format is extremely important.
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