Memorandum
A memo, or memorandum, is one of the most common forms of business
communication. While there are many types of business letter formats, the format
of a memo is an entirely different. A salutation and signature are no longer
necessary, because the point is to convey needed information or communicate a
call to action as quickly and efficiently as possible.
A well-written business letter is made up of seven basic parts, which may include
an enclosures line as needed. The format of a memo is much simpler. You write
“Memo” or “Memorandum” at the top, followed by a To line, a From line, a Date
line, a Subject line, and then the actual body of the message.
It is best to write in a to the point, businesslike tone. Memos are often used for
internal company communications. You should not waste your colleagues’ time by
being overly conversational. Avoid using emotional language—such as, “I would
be happy if everyone took turns cleaning their cups”—because you might rub
people the wrong way. The same goes for writing IN ALL CAPS or using
exclamation points, especially if the memorandum is conveying news that may
upset people.
It is always better to be straightforward and to share information as quickly as
possible.
The memorandum’s message should start with a declaration of purpose: “I am
writing to inform you….” “The purpose of this memo is to….” Then summarize
the information relevant to the matter at hand. You can close the memo with a call
to action, repeating the request you made at the beginning of the memo.
While the format of a memo should generally stay the same, the tone and content
can change depending on the audience. For example, a memo about organizing a
summer picnic for the staff will have a much more cheerful tone than a
memorandum informing everyone that the company has to skip raises due to a
decrease in business.
Sample 1
MEMORANDUM
To: All Staff
From: Tanya Smith, CEO
Date: July 18, 2018
Subject: NewTech Software Issues
It has come to my attention that many employees are having trouble using our
recently acquired NewTech sales management software because it currently creates
duplicate client entries. Some of you have stopped using the system altogether. We
want this software to help you do your jobs better, not to take up more time.
Therefore, it is fine to hold off using it until we resolve the technical issues with
NewTech staff.
Sample 2
To: All employees in the procurement department*
*From: Mr. Barry Buttonwood, Assistant Manager, Staff Training and
Development*
*Date: August 22, 2018*
*Subject: Mandatory training for new software*
You are all aware of the company's recent adoption of a new supply chain
management software. The company invested in the new application to improve
communication with our vendors, enhance order tracking and reduce delays to the
barest minimum to save cost and boost efficiency.
We will hold a training workshop to familiarize department staff with the new
software on August 25, 2018. We hope this training will allow everyone to make a
smooth transition to the new application. All departmental staff must attend the
training event.
Sample 3
To: All employees*
*From: Bridget Paul, VP, Production Department*
*Subject: Periodic Factory Maintenance*
*Date: September 21, 2017*
I'm writing to inform you that the next periodic factory maintenance will start on
September 27, 2017, and last for the next three weeks.
As we continue to create new products and increase our production volume, we
feel it is necessary to keep our facilities in the best conditions to ensure conducive
working conditions for our staff, meet customer expectations and hit our revenue
targets.
During the periodic maintenance, we will shut down one factory each week and
increase the shifts at the two operational facilities to meet our production quotas.
We have made adequate arrangements for overtime bonuses and already discussed
with heads of departments and team leaders on ways to maintain staff efficiency
and productivity within the period of maintenance.
If you have concerns or questions regarding the scheduled factory maintenance,
kindly contact the human resources department. Meanwhile, we are sorry for any
inconvenience that may result from this operation.
Thank you for your cooperation.
Sample 4
To: Fintech sales team*
*From: Janet Underwood, Head of Sales*
*Date: May 20, 2018*
*Subject: Sales quota achievement*
I am writing to congratulate you on the commendable efforts and energy you put
into delivering on your team's sales quota for the last quarter.
Your team showed exemplary product knowledge, customer service, negotiation
skills and collaboration that is worth emulating by other teams and departments in
the company.
Thanks for your dedication and commitment to excellence. We will send your
bonus checks and letters of commendation by the end of the week.
Congratulations on this achievement!
