Task 1 - Guidance on How to Write a Successful Business Memo The primary purpose of the business memorandum (commonly referred to as a memo) is to allow timely communication to a large number of...

Task 1 - Guidance on How to Write a Successful Business Memo


The primary purpose of the business memorandum (commonly referred to as a memo) is to allow timely communication to a large number of employees or other members of an organization. The business memo is generally used in place of a traditional letter for internal communication.
As you prepare to draft your memo, think about your intended audience. The tone of a memo is generally fairly formal, so choose your wording appropriately. It is inappropriate to be too informal (using slang, for example), but don't be verbose or flowery, either. Conciseness and clarity in language are always best.
Memorandums generally consist of a heading section, an opening paragraph or section, the body section, and a closing paragraph or section.

Heading

The heading section identifies the recipients of the memo, the sender, the date the memo was sent, and the subject (or purpose) of the memo. In the heading, determine to whom you are going to send the letter (that is, your audience). The subject line should be specific enough to convey the main purpose of the memo. The heading generally looks like this:
TO: (recipients' names and job titles)
FROM: (your name and job title)
DATE: (current date)
SUBJECT: (purpose of the memo)

Opening

The opening paragraph or section states the purpose of the memo. It is generally quite brief—usually, no more than a few sentences. As the memo is in response to a particular problem, state the problem clearly. Save the details of the memo for the next section.

Body

In the body (or discussion) section of the memo, include any information the reader might need to know. The most important (and most specific) information should come first, followed by less important (and more general) information. Do not include information that is not important for readers, but let them know enough that they can understand the seriousness of the problem and the proposed actions. Keep in mind that memos are meant to be brief (in your case no longer than 500 words).

Closing

In the closing paragraph or section, indicate your recommendations, the action you want the reader to take. This section can often be very brief, but don't make it so brief that the reader is unclear about what he or she is supposed to do. Make sure to include enough information to clearly convey your request. If possible, include (or reiterate) the benefits the reader will receive by completing the action and indicate anything you are doing or will do to help or make it easier for the reader complete the action.
Traditionally, memos have not included signature lines. The practice of doing so is becoming more common, however. In such cases, the written signature is followed below by the typed name of the sender. No closing remark such as sincerely or Best regards is necessary.