How to Write a Memo

                 How to Write a Memo

Memos are a great way to communicate big decisions or policy changes to your employees or colleagues. It’s important that you take the time to craft a good memo so your message comes across how you want it to.

•         Writing the Memo’s Heading. Type “MEMORANDUM” at the top of the page. State that this document is a memorandum at the outset. Label the page “MEMORANDUM” 1.5 inches (3.8 cm) from the top of the page. Put the word in bold on the first line. You can either center it on this line or left-align it. You might also choose to make the font larger for this word. Double space between this line and the next line of the heading

•          Address the recipient appropriately. A memo is a formal business communication, and you should address the reader formally as well. Use a full name and title of the person to whom you are sending the memo. If you are sending a memo to the entire staff, you might write: “TO: All Employees.”

•      Add additional recipients in the CC line. The “CC” line indicates who will receive a “Courtesy Copy” of the memo. This is not the person to whom the memo is directed. Rather, this is someone who may need to stay informed about policies or issues that you’re addressing in the memo.

•        Write your name in the “From” line. The heading needs to include who is writing and sending the memo. Your full name and job title go in this line.
•       Include the date. Write the complete date, spelling out the month and including the date and year. For example, write: “DATE: January 5, 2015” or “DATE: 5 January 2015.”

•      Choose a specific phrase for the subject line. The subject line gives the reader an idea of what the memo is about. Be specific but concise. For example, instead of writing, “Ants,” for the subject, be more specific by writing, “Ant Problem in the Office.”

•       Format the heading properly. The heading should be at the top of the page, aligned to the left-hand side of the page. Capitalize the words “TO:”, “FROM:”, “DATE:”, and “SUBJECT:”

MEMORENDUM

TO:  Project Manager

FROM: Qamar Abbas CS

DATE: dd-mm-yy

SUBJECT: (or RE:) What the memo is about (highlighted in some way)

            Body Starts

//

//

Body Ends
here is a link which contains a sample memorendum:
 https://drive.google.com/open?id=11hNg4dpINPf0xA3hz_gEFZVuNjtaAzzT

Writing the Body of the Memo

•      Consider who the audience should be. In order to get people to read and respond to the memo, it’s important to tailor the tone, length, and level of formality of the memo to the audience who will be reading it. Doing this effectively requires that you have a good idea of who the memo is intended for. Think about your audience’s priorities and concerns are. Try to anticipate any questions your readers might have. Brainstorm some content for the memo, such as examples, evidence, or other information that will persuade them. Considering the audience also allows you to be sensitive to including any information or sentiments that are inappropriate for your readers.

•  Skip a formal salutation. A memo does not begin with a salutation like “Dear Mr. Edwards.” Instead, dive right into your opening segment that introduces the matter you’re discussing in the memo.

• Introduce the problem or issue in the first paragraph. Briefly give them the context behind the action you wish them to take. This is somewhat like a thesis statement, which introduces the topic and states why it matters. You might also consider the introduction as an abstract, or a summary of the entire memo .As a general guideline, the opening should take up about one paragraph. For example, you might write: “As of July 1, 2015, XYZ Corporation will be implementing new policies regarding health coverage. All employees will receive health coverage and will make a minimum of $15 per hour.”

•  Information about the issue you’re addressing. Give some context, but be brief and only state what is necessary.  If it’s relevant, continue your memo by stating why the policy is being implemented. For example, you might write: “The county government voted to require all employees in the county to receive a $15/hour minimum wage

•  Support your course of action in the discussion segment. Give a short summary of the actions that will be implemented. Give evidence and logical reasons for the solutions you propose. Start with the most important information, then move to specific or supporting facts. State how the readers will benefit from taking the action you recommend, or be disadvantaged through lack of action. Feel free to include graphics, lists, or charts, especially in longer memos. Just be sure they are truly relevant and persuasive. For longer memos, consider writing short headings that clarify the content of each category. For example, instead of stating "Policies," write "New policies regarding part-time employees." Be specific and brief in every heading so that the basic point of your memo is apparent to the reader right away.

•  Suggest the actions that the reader should take. A memo is a call for action on a particular issue, whether it is an announcement about a new company product, new policies regarding expense reports, or a statement about how the company is addressing a problem. Restate the action that the reader should take in the closing paragraph or sentence. For example, you might write, “All employees must use the new accounting system by June 1, 2015.” This can also include some evidence to back up your recommendations.