How to write a memo

Unlike an email, a memo is a message you send to a large group of employees, such as your entire department or all employees in the company. You may need to write a memo to inform staff of upcoming events or to broadcast internal changes. Here are some tips on how to write a memo.

1)     When you write a memo: think of the relevant info

In your header, you’ll want to make it clear that your content is titled “Memorandum” so that your readers know exactly what they’re getting. Next, you’ll want to include “TO”, “FROM”, “DATE” and “SUBJECT”. This information is relevant to provide context, such as who you are addressing and why.

2)     Make it short

When you write a memo, remember that employees may just skim the memo at the front desk, so use short paragraphs, subheadings and, when you can, use lists. These are “entry points” for the eye, so the reader can easily refer to the part of the memo he or she needs.

3)     When you write a memo: make it less impersonal

By definition, a memo should be short, but it is possible to make the wording more dynamic to make it less dull. One simple and effective method is to switch from third-person singular sentences to second-person singular or plural statements. For example, the statement “Management would like to bring to your attention that social networking is prohibited except during your lunch break” would be replaced with a sentence such as: “Please refrain from using social networking except during your lunch break”.

4)     Don’t get emotional

It is also best to try to adopt a neutral tone when writing and avoid using emotionally charged language. Do your best to refer to facts and evidence to support your claims.

Remember: when you write a memo, it should provide an explicit or indirect motivational element for the employee. It is supposedly an easy way of communication, but, as you have seen, it is full of possibilities.