Memo Letters

Unit 4 - Memo Letters

B.com - Business Communication Sem 4 (MKBU)

A memo is an abbreviation of Memorandum, widely used as an intra-office tool of Communication. A Memorandum is a term denoting a meaning of 'Reminder' largely used in the business world for internal communications regarding procedures of a company or official business within an organization.

A memorandum is used to communicate the topic of immediate importance to people working within a business or organization. Like a business letter, a Memo will also keep a permanent record of your communication with employers. It is used in both paper(hard copy) and electronic formats(soft copy). 

Unlike an email, a memo is a message that you send to a large group of employees, the entire department or maybe everyone working at the company. Memo is written to disperse important information which demands instant attention of employers like upcoming events, projects, allocation of tasks, persuading employees to take an action, change in procedures  to broadcast certain internal changes, policy updates and so on and so forth.

When to Write a Business Memo

Memo letters are basically used to fulfil broader goals like… 1) To Inquire, 2) To Inform, 3) To Remind, 4)To Communicate Ideas and 5) To Instruct. There are some common workplace purposes for which Memo Letters are used :

• Announce or confirm a meeting or event
• Provide instructions
• Provide a short status report on a project
• Request feedback or recommendations 
• Summarize action required after a meeting
• To clarify change in policy or procedure
• Distribute minutes or handouts from a meeting or event
• Broadcast internal changes within organization
• Disseminate news of importance
• Share project updates

Steps to writing a Business Memo?

In the workplace, you may be asked to draft memo letters. Generally Company uses its own company letterhead or memo stationery or follow a specific electronic format. Memo letters can be typed in single-spaced format using a standard readable font and font size. Here are some of the common parts of Memorandum, which can be used as guidelines to write a Memo Letter. 

Step 1 - Heading

Any kind of memo letter always begins with a big heading in the middle of the line, where your content is labelled as "Memorandum." So, Your readers will get a clear idea about what they have received through email.

Further the heading segment of a memo includes four basic sections named…

• TO: Reader’s names and job titles (For whom you are writing this Memo - Can be Individual as well as Department)
• FROM: Sender’s name and job title (From whom this memo has arrived)
• DATE: Complete date
• SUBJECT: Reason for writing a memo (It should be short and attention-grabbing)

Step 2 - Body of the Letter

The body of the memo itself follows an A-B-C format. Even if a memo is in one paragraph, it needs to add all three elements which are…

• A - Abstract
• B - Body (Main content)
• C - Closing

Step 3 A- Abstract - Write an Introduction

Abstract is the first and foremost segment of the body of the letter which helps to set tone for the letter. Don’t try to be mysterious; explain why you are writing this memo in the very first sentence. Your Introduction should summarise the reason and purpose of writing within 2 to 3 statements. Provide a brief idea about your motive prior to writing in the opening segment.

A memo is meant to be short, clear, and to the point. So, here in the introductory part you should first deliver your most critical information upfront, and then use subsequent paragraphs as opportunities to dive into more detail. You might begin your paragraph with the following statements…

• I'm writing to inform you …
• I'm writing to request ...

Step 4 B - Body - Main Content

Further paragraph/s in Memo provide other relevant details, here you must choose only the most important details to share. You can use numbered lists or bullet points format (for sequence of number of items). If you are writing a long memo then make a use of a few brief headings to divide the memo into logical sections. 

Add Context behind Writing: 

Context suggests an event or circumstance of the problem which the writer wanted to address in this memo. One should clearly mention the context. 

Add Reason 

Try to provide a brief background on the issue. In this section, one can explain the reasoning behind the memo. For example, it could be changes in the budget, a company restructuring, or a new rollout of procedures. This explanation should provide justification for the changes being implemented.

Provide Supporting Evidence

After giving a clear cut idea about Context and Reason behind writing, subsequently one should add supporting evidence to prove your reasoning. 

For Example: Let's say your memo is informing the company of an internal reorganisation. If this is the case, then we should say something like, "As our company continues to grow, we've decided it makes more sense to separate our video production team from our content team. This way, those teams can focus more on their individual goals." This section may include the following: 

• Supporting Evidence
• Why your organisation made the decision you’re discussing in the memo
• Background Information
• Main Problem statement and solutions
• How you have diagnosed the problem 
• Important timing or dates for follow-up actions

Task Segment (Optional)

Here, one can include the steps for solving the problem. One must only include the needed information. Do proper planning before writing a memo.

Outline action items and timeline (Optional).

Depending on the purpose of your memo, you may have certain action items for your employees to complete. For which there is a garden that needs to provide a timeline or deadline. For example…

• For changes in structure, organisation provide Timeline from which changes will go into effect
• For Certain Task: Timeline for completion or deadline for final submission can be added
• List of changes will going to implemented in near future
• If no action is needed from the receiver's side then you can skip this segment

         Add Summary

If a memo is more than a page, one can include a separate summary in a very short paragraph. It is not essential for a short memo. The essence behind writing a short summary is to increase the understanding level of receivers and it also helps to take the required steps.

Step 5 C - Closing statement

Your closing statement will include any information you’d like to reinforce. If there are any queries and questions on the reader's side then they can resolve it through contact information provided there.

In the final paragraph you can ask for cooperation and support from employees if required. You can also ask for action if subject matter demands. Always end your memo with courteous words. Make sure you make the completion of the task in an efficient and easy way. Try to lure the reader to take positive action.

Necessary Attachments

One can also add necessary attachments like lists, graphs, tables, Infographics, Numerical Data, Documents to be read etc. at the end of a memo. Make a reference for your attachments and add a notation for them as well.

Step 6 - Review and proofread before sending

This step may seem like a no-brainer but it's important to review your document before sending it out. Memos are meant to inform readers of upcoming changes and relay important information. You don't want to risk causing confusion with a typo or misstatement.

To begin making your own business memos, here's an easy-to-follow business memo template with examples of how to use them to serve different needs as guidance.

Important Points to Remember

• Always use a clear and specific subject line
• Do not waste the reader’s time by using lengthy memos, Be clear and concise in writing
• Use the active voice
• Use the first person
• Be formal
• Avoids slang, short forms and friendly words.
• Make logical arrangements of information.
• Keep the paragraphs short and brief
• Use capitals and centre indentation for important details.
• Use of bullets to make points
• Always end the memo in courteous words
• Avoid rude and thoughtless memos.
• It does not need a complimentary close or a signature