How to Write a Memorandum

What Is A Memorandum Or Memo?

A memorandum or memo for short is ordinarily understood to be an official document originating from an office. There are various types of memos. For example, in a business environment, the Memorandum of insight (Mou) and Memorandum of relationship (Moa), are common. A memorandum is written to characterize or convey a brief message on a given field or topic. Apart from specific memos, two of which have been cited earlier, a memorandum is ordinarily not more than one page.

Notes On Writing A Memorandum

• A memorandum is ordinarily made up of three parts. These being: Introduction, Body and Conclusion. Many office memos come in a approved and pre-approved format. The headings in a approved format are: To, From, Date, field and Reference. The memo may be addressed to an individual or a group of individuals. They are ordinarily addressed by position or designation. Including a name and title if it is addressed to an individual is an approved practice.
• Below the headings are the introduction, body and conclusion. In the introduction, the purpose or why the memo is being written and what would be focus of attention would be explained. The body will furnish details of the field such as what is the issue, what are the implications and other considerations Including options. The conclusion will state what needs to be done, by whom and when.
• The memo needs be brief, to the point and clear. The normal rule is one idea or issue per memo. If many ideas or issues need to be communicated, it would be great to call for a meeting or discussion. The target audience must be kept in sight. Key questions such as why the memo is being written, what needs to be conveyed and what is the anticipated outcome must be permanently kept in mind. This must be done before writing the memo, while it is being written and after it is completed.
• Be economical with words. Use simple language. Use the active voice. Use active verbs. The reader wants to read the document and move on to what needs to be done. Use the spoton titles before the name such as Mr., Mrs., Ms., and so on.

Editing The Memorandum

After completing the memo, characterize it for accuracy, brevity and clarity. Read it out and check how it sounds or comes through. Check details such as date and address. These are foremost for ensuring that the message is delivered to the spoton target audience and quickly. Additionally, it makes document operate easier. Do not overlook the point of spoton spelling and grammar.