Writing A Memo: Structure and Tips
Writing A Memo: Structure and Tips
A memo is an important basis for decision-making – and the ideal way to boost your career. A memo is a reminder and an informal note for other employees in the company. The writer records in the memo what should be noted for a certain period. In this way, the writer can relieve himself, he does not have to memorize the facts and details. And he can share this information with others. To do this, he writes something down so that everyone knows it and it can be understood later for himself and others. How do you write a good, meaningful memo?
A Good Memo: Basis for Decision-Making and Career-Building
Writing a correct, meaningful and therefore good memo is one of the most important skills in many professions these days: It is not only used to provide structured information for superiors and is therefore of great importance for many decision-making processes in companies. This is precisely why memos are also called templates, statements, or notes in many companies or industry.
A well-researched and thought-out memo is also an important step in boosting your career: Since it is usually written for superiors and colleagues, it is an excellent opportunity to draw attention to your achievements and skills and to shine – and that especially for introverted natures who otherwise might not require much presence.
What Is Important in Good Memos
Everyone can write, it is often said. But far from it: even if for many of us one of the main occupations in our job – not all of them have the necessary skills to write in a reader-friendly manner. Because especially with memos, a good understanding is important, as they form the basis of important decisions. To serve the purpose you can hire professionals from cheap article writing service or essay writing service available on the web.
It’s less about talent and more about some very basic techniques. It helps to make it clear in advance what the meaning of a memo consists of: the aim of a good memo should be to describe the underlying problem or situation as precisely and objectively as possible. Memos are usually no longer than four pages, but there are also templates with more than 30 pages for more.
If you want to write a good memo, you should have one aspect in particular: concentrate on what is essential, because the topic of your memo is usually just one of many problems that preoccupy your more info supervisor or your colleagues.
Memo Answers The 5W & 1H Questions
You should answer all relevant W-questions for both the memo and the memo:
- What is the theme?
- Who is affected, who has to be involved or who was there?
- How many are to be considered (quantities)?
- Where does it take place, where does it come from (location information, positions)?
- When does it take place, when does it appear, and for how long (times, dates)?
- How does it work?
- Why is it like this (reasons, causes)?
- What is it important for (goals, purposes, intentions)?
The Basic Structure for Memo
When you write a memo or create a memo, you can organize and structure the information on the W questions in the following form:
- Topic, message, the key message
- Occasion, situation
- Consequences, opportunities, risks
- Goals
- Proposal, solution
- The effect, impacts of the solution (positive, negative)
- Recommendation
Effective Tips for A Good Memo
The word memorandum comes from Latin and means that something should be remembered. With a memo, you explain a special issue to your colleagues or employees, such as changes in the process flow or reports on a new project.
At times you might run short on deadlines and heaps of priority work can keep you busy. In such times if the boss tells you to create a memo urgently what can you do? You can take the help of these effective tips below to ace the memo on time. In case you are occupied take help from last minute paper writing service with experts on board.
- Use A Consistent Format for All Memos
You will save a lot of time if you design a template for a memo. This is also efficient for the recipients, who can find their way around at a glance. The first page could look like this:
- Heading: Memo
- Recipient: Name the employee or department the content is intended for.
- Sender: State your first and last name.
- Date: don’t forget the date.
- Subject: Use a meaningful phrase to describe the content of the memo.
- Make A Memo as Short and Concise as Possible
The following applies to memos: the key is in brevity. Instead of a complicated introduction, you can fall into the house with the door straight away. State the reason for the notification and briefly explain all the relevant information. In addition, avoid complicated nested sentences and write as simply as possible so that the recipient can understand them the first time you read them.
- Think About Your Reader
After you have written the rough draft of the memo, put yourself in the recipient’s shoes. Did you give him all the important information? What questions could the reader ask himself? Have you used specific technical terms or abbreviations that are not familiar to everyone? It is best to read the text aloud once. Then you will quickly notice which parts you should revise again.
- Clarify The Urgency of Your Memo
It is a special service for the recipient if he can assess the meaning of the message at first glance. It is best to state in the subject line from when the new or change will apply or set a date until when you expect a response.
That’s What Matters
Only use this form of information transfer when you have something really important and new to communicate. If you describe the content as briefly as possible, your memo will not only be read but also internalized. This means that important information or appointments are never lost in everyday office life
