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After stating problem, indicate purpose clearly: Are you announcing a meeting, welcoming a new employee, or asking for input on adopting a new policy about lunch hour length?
In discussion segment, give details about problem, Don't ramble on incessantly, but do give enough information for decision makers to resolve problem. Describe task or assignment with details that support your opening paragraph (problem).
Closing Segment After reader has absorbed all of your information, close with a courteous ending that states what action you want your reader to take. Should they hand email their reports rather than hand in hard copies? Attend a meeting? Chip in for someone's birthday cake? A simple statement like, "Thank you for rinsing coffeepot after pouring last cup" is polite and clearly states what action to take.
Traditionally memos aren't signed. However, it is becoming more common for memos to close way letters do, with a typed signature under a handwritten signature. Follow your company's example for this.
Except for memos that are essentially informal reports or instructional documents, make memo no more than one page long. In a memo, less is more.
Summary Segment If your memo is longer than a page, you may want to include a separate summary segment. This part provides a brief statement of recommendations you have reached. These will help your reader understand key points of memo immediately.
To further clarify your meaning, keep these formatting ideas in mind:
Headings help reader skim for sections of document.
Numbered and bulleted lists make information easy to scan. Be careful to make lists parallel in grammatical form.
Font sizes, underlining, bolding, and italicizing make headings and important information stand out.
As in all technical and business communications, long paragraphs of dense text make reading more difficult. Therefore, keep your paragraphs short and to point.
Now that you know how to write a proper memo, you can be sure that your readers will understand your intentions.
Linda Elizabeth Alexander writes marketing copy for nonprofits and other businesses. Visit her website TODAY for other informative business writing articles. http://www.write2thepointcom.com/articles.html mailto:firstname.lastname@example.org