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Memo Parts

Memo Parts

From Memo Parts to Tone: All You Should Know about Writing Memos

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.

A memo (short for memorandum) is a document used to communicate information to a large group of people in a clear and concise way. It is most commonly used in business and government but is also typical for other environments. Memos begin with a highlight of the important issue and offer recommendations or instructions. Such format is especially helpful when a memo is written for high-level executives of an official because they usually do not have time to read long reports..

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.

Working on the Memo Heading

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.

  • The recipient address

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:

To:Cc:

From:

Date

Subject

Cc stands for the addresses of another recipient that you want to receive this document.

  • The sender

Following the recipient’s address, include the name and the position of the person who created the memo.

  • The date

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.

  • The title

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 text should be double spaced to enhance readability;
  • The content has to be left-aligned. This also applies to the header;
  • Use capitals to start each new line of the header. For instance, if you are a human resource director and you are writing a letter to the IT department, your header could look like this:

To: IT departmentFrom: HR manager

Date: 9/3/2020

Subject: Changes in Hiring Procedures

  • The body

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:

  • Do not forget about the people who will be reading your memo. First of all, this means choosing the appropriate tone. If you are writing to the CEO of the company,
    your tone should be not only polite but also formal. Apart from that, try to predict the questions that your recipients might have as they read the memo and make sure your memo answers them. Finally, use the vocabulary your readers will understand.
  • Go straight to the point. Remember that people use memos because this paper format helps them save time, so make sure your memo does.
  • Include a short description of the problem and its background. Having proposed the changes, justify your choice of the strategy. For example, you can discuss the advantages and disadvantages of the choice and explain the key reason that led you to take this decision.
  • Support your recommendations with illustrations. It is important to make sure that your readers understand exactly what you mean. You can support your choice in either of the two ways:
  1. List the actions that have to be taken and clarify each of them.
  2. Explicitly state the roles of the readers in the implementation of the proposed change. Include the conditions, such as the deadline.
  • Summarize the main points of the memo. No matter the nature of the changes that are about to take place, try to stay positive.
  • Sign the memo, thus making it an official document.

Some memos also use references. If you choose to include sources, format them the way you would do when writing an academic paper.

Different Types of Memos

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:

  • Request memos. If the purpose of your memo is to get a favor from someone, it is a request memo. Such memos should be persuasive and convincing.
  • Confirmation memos. Such a memo is written as a follow-up after reaching an agreement between parties. One way to write such a memo is to describe the terms of the agreement and encourage the recipient to ask for clarification if something is not clear.
  • Suggestive memo. You will use this memo type when you want to ask for someone’s opinions about the best approach to solve a problem.
  • Report memo. This type of memo is written sometimes after an agreement has been reached or a change has been made to discuss the progress. In this case, the body will include charts and tables that represent the progress.
  • Informal results memo. Similar to the reported memo, this is a document that describes the results of a change. It can take the form of a research report or even describe the progress by departments.

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.

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