The memo could appear to be a factor of the previous, way back supplanted by the e-mail message. Nonetheless, its normal format may be utilized to digital communications, and the hard-copy memo nonetheless has its place in companies and different organizations, particularly when offering context for a print publication or one other bodily object being distributed amongst a gaggle of individuals. Listed here are pointers about format and group of a memo.
The complete type of memo, memorandum — the equally acceptable plural varieties are memoranda and memorandums — means “to be remembered,” and although memos typically function reminders, they could additionally introduce a useful resource or name consideration to an occasion, a coverage, or a problem.
Memos are helpful for informing or reminding a number of individuals about one thing. The one cause to flow into a printed memo moderately than electronic mail the supposed recipients, nevertheless, is to reduce the chance that delicate data shall be distributed outdoors that restricted viewers, although arduous copy may also be leaked to or in any other case appropriated by outdoors events. (In that case, it is perhaps finest to keep away from documentation altogether and flow into the data in individual or by phone.) Due to this fact, as acknowledged above, the next suggestions are finest suited to digital transmission or for instances through which a memo accompanies an object.
Choose the recipients fastidiously to keep away from introducing inefficiency by being too inclusive or inviting resentment by intentionally or inadvertently excluding sure events. If a superior has requested that you simply ship the memo or will profit from studying its contents (or just from realizing that you simply despatched it), make sure to embrace that individual, however take care to not distribute it to higher administration except it’s important data for them; alternatively, you’ll be able to go away it to your instant supervisor to determine whether or not to cross the memo alongside to his or her superior(s).
Take note, too, the character of the memo and the tradition of the enterprise or group when figuring out the diploma of ritual with which you seek advice from individuals or the way you write the memo basically.
Format a memo with single line areas, justified to the left margin, and use line areas moderately than indented first traces of paragraphs to differentiate small blocks of textual content. Use clear, concise, direct language, and make use of headings and bullet or numbered lists to stipulate the details.
The primary part, the header, ought to embrace 4 parts: a “to” discipline with recipients’ names and job titles, a “from” discipline with the sender’s title and job title, the total date, and a brief however particular topic line.
Introduce the subject within the first paragraph by offering the memo’s objective (for instance, to elucidate the rationale for distributing a printed doc), the context of the subject (the significance to the recipients and the corporate or group of the doc), and the anticipated final result (the recipients ought to learn the doc and maybe be ready to debate it at an upcoming assembly).
Within the sentences (or temporary paragraphs) that observe, broaden on the context and the duty, then elaborate on any factors earlier than summarizing the subject and shutting with a remark about any follow-up motion required or requested (comparable to asking for suggestions or different responses, or a reference to a scheduled assembly or different occasion). Headings needs to be particular (“Ethics Coverage Suggestions,” moderately than merely “Suggestions,” for instance), and lists are finest restricted to a couple phrases or temporary statements.
Bear in mind, too, that memos (like some other type of writing) ought to clearly convey the author’s objective and affiliate that objective with the pursuits and/or wants of the recipient(s).