How To Write An Office Memo

Memos circulated around the office typically do two things: they either bring attention to an issue or they solve them.  Sometimes, they do both.

Information about meeting schedules, reorganizations, announcements and changes in procedure are usually disseminated using memos.  Regardless of what you’re writing it for, the goal should be to connect the message with the reader’s needs.  This will ensure an effective memo that will not only be read – people will keep it in mind.

Things To Remember

Tailor it to the audience. Some memos will be company-wide; others will be strictly for one department; a few will even be for select individuals.  Make sure only the people who need to read it gets included in its recipients.  The last thing every employee needs is another document that they don’t need to get ending up in their inbox.

Consider the subject’s confidentiality. Is the material too sensitive to end up in a memo that’s intended for more than one recipient?  Is it information that’s better disseminated via phone or face-to-face?

Follow standard formats. Most companies will have templates for memos and it’s there for a reason – it makes the whole thing easier to digest.  If you follow the format, recipients will know exactly where to check for the different recipients, where to find its main purpose, where to look for the task statements and other similar information.

Check your grammar. I groan every time I read an office memo dripping with poor writing.  Use an English grammar software – it’s cheap, it’s quick and it makes your memos look professional.