Business memorandum, or simply business memos, are used to communicate a significant bit of information to the employees. They are short, precise, and formal. Here is the method to write the perfect business memo.
In bigger organizations, it is simply not possibly to go and communicate any notification personally. And as PA systems continue to be denounced because they create a racket and disturb everyone around, business memos are seen as the way to go.
A memo is defined as a written proposal or a reminder. The point of the memo is to convey some instructions or notifications to the people at large. Business memos have come to be widely used because of their efficiency in the same regard as they communicate the instructions perfectly well. All you need to do is type it out, take a few prints, and stamp it on to all the notice boards you have in your company, and you can rest assured that the people will read it. It is smart, energy and time-efficient, and yet, puts the point across with consummate ease.
Well, writing a business memo is no big deal and perhaps takes less than 10 minutes. The format contains the following details.
- Date: The date of the memo is given just to ensure to the employees when the memo has been released. It may so happen that some of the employees are on leave when the memo was published, or people failed to see it the day it was put up. Hence, by giving the date on which the memo is released, there is no ambiguity, and the employees can take cognizance of it.
- Addressee: Often the notice may not be to the whole workplace at large, but only to a small segment of it. Hence, it becomes essential to specify just to whom the memo is addressed to, so that they know it is for them.
- Addresser: A lot of people from the management may be authorized to release a business memo, hence, to avoid ambiguity in this regard, it is essential to specify who created it. This way people will know who to report to for any problems or doubts.
- Subject: As is the case with any instrument of business communication, it is important to specify the subject. The subject line gives the reader a gist of what the memo is about.
- Content: We all know that memos more often than not deal with some sort of announcement, instruction, advice, or request. Hence the content should be perfectly slotted in, with precise details.
- Authorized Signatory: This one’s pretty obvious, that since it is an official document, there needs to be a authorized person signing it.
Business Memo Template
Addressee(s): Names of Addressee 1, Addressee 2, Addressee 3, Addressee 4.
From: Name of Addressor.
Points of Discussion:
As you can see from the above template, writing business memos needs no special writing skills and almost anyone can do it.