For example, a memo that records discussion of a recent meeting that confirms the time, place, date, participants, meeting purpose and decisions. Responding immediately to a request memo, especially if you’ve receive a request for higher ups in the organization, shows efficiency and professionalism.Ī follow-up memo provides a written record of an oral conversation. If necessary, provide additional information that may be useful to the original request. Use the direct approach as the receiver will want your immediate response to each request without searching. When constructing the reply memo, respond to each request in the order that they are made. Similar to the request memo, the name of this memo also suggests its purpose: replying to a previous correspondence. Requests that require a great deal of effort, time, or resources should follow the indirect approach to have the best chance of persuading reader. The explanation or justification for the request is included in the body of the memo while being polite and using the “you” view will ensure the reader understands the benefits of completing the requested action. An effectively composed request memo will clearly state the requested action within the opening paragraph of the memo. Let’s examine each section of a memo in more detail.Ī request memo does exactly what it’s name suggests: requests an action of the receiver. Always direct-approach, the memo message opening states the main point, the body supports this with details, and the closing gives action information or a summary.
Unlike emails, memos omit the opening salutation but, from there, are similar in their three-part message organization with an opening, body, and closing.
#MEMO EXAMPLE HOW TO#
In fact, email’s header fields are based on those traditionally found in memos, so the same principles for what to include here, such as how to title the document in the subject line, are true of emails. Below this are the header fields identifying the recipient, author, date, and subject much like you would see in an email. Memos often have letterheads with the word “MEMO” written clearly with the company name and logo at the top of the page. Memo FormatĪ memo has four distinct sections: header, purpose statement, body, and call-to-action. Memos usually carry nonsensitive and routine information therefore, most memos will be written using the direct approach. They may also include statements that align business and employee interest, and underscore common ground and benefit (Business Communication for Success, 2015). In this way, memos often represent the business or organization’s interests. If a company wants employees to take action, it may also issue a memorandum about that action. If budget cuts are a concern, then it may be wise to send a memo explaining the imminent changes.
Memos allow organizations to clearly spell-out for all employees what is going on with a particular issue. Memos are most appropriately used for internal organizational messages that may be too detailed or too long to be communicated via an email. A memo’s purpose is often to inform, but it occasionally includes an element of persuasion or call to action.
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