#BusinessWriting Series - Writing Memos /6

Writing memos is sometimes the bread and butter - to coin a phrase - of life at the office.

The more effective you can convey information in your memos, the more influence you wield and greater profile you can build before your bosses.

Below you are going to learn some tips for clear, effective, and memorable memos. Actually, the word memorandum, comes from the Latin word memorandus, which means, "to be remembered." 

Thus a memo is your chance to shine at the office!

First, let's take a look at why you write business memos.

Memo Purposes

In general, memos have a two purposes: 1) to bring attention to problems and 2)  to solve problems.

The content of memos varies widely: 

• Giving recommendations
• Outlining new procedures
• Announcing personnel changes
• Conveying confidential information 

These are just some of the main functions memos can serve. 

Memo Writing Tips

1. Keep it short

"Brevity is the wit of soul," said Shakespeare. Get to your point! Let the reader know what you are writing about in an instant. 

2.  Start strong. 

Make your first sentence strong and compelling. It should make readers want to keep reading.

3. Choose the right tone.

Many memos are meant merely to inform while others inspire. If you want to inspire, get beyond the basics and share some details or a story that engages, impresses or conveys your values or your vision.  

4. Be transparent and clear about your goals.

Be transparent about the reasons for a decision. 

Conclude your memo with a Call-to-Action (CTA). What do you want the readers to do after they’ve read to the bottom of your email? 

Know what you want to accomplish—and articulate the action steps you want from everyone. Don’t leave any margin for guessing.

5.  Write clearly.

Before you start writing your memo, write a one-sentence synopsis that encapsulates what you want to say, consider to whom you want to say it and what you want the end result to be.

If employees for whom English is a second language are going to read your memo, avoid slang, idioms, or colloquial langauge which may not be easily understandable by your reader.  

6. Anticipate reactions.

How are your readers going to react?

Think through how people will likely react to your announcement and what will cause worry or stress.  

Prepare your arguments to support your conclusions just in case.

7. Beware of Criticism. 

Edit anything overly critical of specific people. Save criticism for private conversations.   

8. Edit it—twice. And get someone else to do so too.

Never send a memo like an email in haste or anger. Set your document aside for a "cooling down" period. While 15 minutes is the norma, 12 to 24 hours is better.
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