Why do you have to know memo parts? Suppose you are a group leader and you were given the responsibility to organize a business trip to another city. What will you do first? If you have good planning skills, you will probably start by writing down everything that should be done. After that, you will manage the workload and think about which tasks should be delegated to your team members. Finally, you should think about the means of communication that will be used in this case. This is where the knowledge of memorandum format and memo parts comes in handy. Memos are the most suitable type of communication when you need to share important plans, policies, announcements, etc. with people in position as well as other members in your organization. If you want to learn how to write a professional memo, this article is for you.
In simple terms, a memo is a written message that passes information from one individual to a department in an organization. Unlike letters, memos are not strictly formal, but you should still follow the conventions and observe the structure when writing a memo.
A memo heading, which is the first part of a memo, tells the reader who the author and the recipient(s) are, what the subject is, specifies the date, and includes other relevant information. Some companies also include the letterhead at the top of the page. There is no single header format, so you may include this information in whichever order you think is more appropriate for your audience. It is also recommended to initial your memo to prove its authenticity and claim responsibility for what is written in it. If your memo is going to be longer than one page, consider using a different header for each page.
Include the address of the recipient immediately after the header. Use the official name and position of the recipient. The address helps the readers understand who the intended audience is. If there is more than one recipient, use this format:
Cc stands for the addresses of another recipient that you want to receive this document.
Following the recipient’s address, include the name and the position of the person who created the memo.
You should also inform the readers about the date when the memo was sent. This information is important because it helps organize memos by the date.
Title your memo in a way that clearly informs the readers about its content. The memorandum title should be both informative and concise.
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Memo format should meet these basic criteria:
The body of a memorandum consists of the message, which is comprised of the following parts:
(a) Introduction: The main idea of the message is represented in the first paragraph. This part of the memo is also referred to as the background of the information.
(b) Details: The second paragraph supports the introduction by providing more details. Although this is going to be a separate paragraph, it should be a logical continuation of the first one.
(c) Response: It is also known as an action statement. This paragraph summarizes the action you expect the readers to take, the action you are planning to take, an action that you are expected to
take, the deadline, etc.
These are the basic and obligatory parts of a memo. Remember that your document should be, above all, concise and clear. The following tips will help you achieve this goal:
Some memos also use references. If you choose to include sources, format them the way you would do when writing an academic paper.
There are several types of memos that you can choose from. The following memos are the most common, although you might come across different classifications online:
These guidelines should help you prepare a good memo that meets the formal standards. Just choose the memo type that is the most appropriate for your audience and follow these practical tips.