How to Start a Memo: Tips for Writing an Effective and Professional Memo

Introduction

Memos are a vital form of communication within organizations. Whether communicating to a large group or to a specific individual, memos provide an effective way to convey important information or make requests. It is essential to craft a memo that is clear, concise, and demonstrates professionalism. In order to achieve this goal, there are several steps to take when starting a memo.

Purpose of the Memo

Before beginning to write a memo, it is important to understand why you are sending it and who your intended audience is. According to a study by the Harvard Business Review, “the purpose of a memo is to enable the writer to communicate efficiently and effectively.” This means you must be able to succinctly explain what you hope to accomplish and why it is important.

Audience and Problem

The audience of a memo should be determined before writing begins. Knowing the audience will help shape the content and the tone of the memo. Additionally, it is important to identify the problem you are attempting to address. For example, if the purpose of the memo is to inform employees about a company policy change, the audience would be all employees and the problem would be introducing the new policy.

Outline Necessary Background Information

In order to ensure the message being sent is understood, it is important to include necessary background information. This can include research and facts that support the objective of the memo. For instance, if the memo is informing employees about a new office dress code, research on the importance of a professional appearance in the workplace could be included. When providing background information, use clear and concise language to ensure the message is understood.

Explain What Action is Required

Once the audience and necessary background information have been established, it is time to explain what action is required. Identify the goals of the memo and outline the desired outcome. For example, if the purpose of the memo is to introduce a new office dress code, the goal may be to create a professional work environment and the desired outcome would be for employees to abide by the new policy.

Provide a Summary of the Main Points

When writing a memo, it is important to provide a summary of the main points. Summarize the objective of the memo and highlight important details. This will help ensure the reader understands the primary message of the memo. For example, in the case of a new office dress code, the summary could include the rules of the dress code and a reminder to adhere to the policy.

Use a Professional Tone and Format

When writing a memo, it is important to maintain a professional tone and use an appropriate format. Choose a readable font, such as Times New Roman or Arial, and utilize proper grammar and punctuation. Additionally, it is important to include contact information in case the reader has any questions or concerns. This can include names, titles, and email or phone numbers.

End with a Call to Action

Finally, it is essential to end the memo with a call to action. Clearly state the desired course of action and encourage follow-up questions. This will ensure the purpose of the memo is understood and that readers know what action to take next.

Conclusion

Writing a memo can be a daunting task, but following these steps will help create an effective and professional memo. Remember to outline the purpose of the memo, provide necessary background information, explain what action is required, provide a summary of the main points, use a professional tone and format, include contact information, and end with a call to action. Taking the time to craft a well-written memo will help ensure the message is received and understood.