Content

• Steps
• Part 1 of 3: Choosing the Style and Language of the Memorandum
• Part 2 of 3: Preparing to write a memo
• Part 3 of 3: Writing a memo

A memo is a worldwide accepted way of communicating information within a company. Service notes can also be used in correspondence between two companies. The memo should be professional and convey information clearly. Don't worry if you've never written memos - this article will teach you how.

Steps

Part 1 of 3: Choosing the Style and Language of the Memorandum

1. 1 Don't use informal language. The language of the memo should be simple but formal.
   • Don't write a note like “Hello! Finally it's Friday! I want to tell you about one important matter. "
   • Instead, write this: "This note will keep you updated on the progress of Project 319."
2. 2 In your memo, stick to a neutral tone - don't be overly emotional and subjective. Do your best to rely on facts and evidence when making a claim.
   • For example, you shouldn't write like this: "I think we will all be much happier if we come to work on Fridays in whatever we want."
   • Instead, research whether all employees want to dress in casual clothes on Fridays and how this will affect corporate ethics.
3. 3 Use signal phrases. When you are going to provide evidence or cite a source, be sure to use appropriate phrases.
   • For example: "According to our data, ..." or "The studies carried out indicate that ...".
4. 4 Choose a suitable font and size. The memo should be easy to read, so avoid using overly small print; 11 or 12 is the standard font size.
   • You should also choose a simple font style such as Times New Roman. Don't write your note in a funny or fancy font like Comic Sans (they'll laugh at you if you do that!).
5. 5 Use standard fields. 2.5 cm margins are the standard for memos, although some text editors may include memos templates with large margins (for example, 3 cm).
6. 6 Service notes are written with single line spacing. Leave a blank line between paragraphs and sections.
   • Do not indent paragraphs.

Part 2 of 3: Preparing to write a memo

1. 1 If you need to inform several people about something important (at work), then send them a memo. You can even send it to one person if the fact that you have transmitted information needs to be documented.
   • However, in some cases, it's best to just talk to the people you want.
   • In addition, some information cannot be transmitted in writing.
2. 2 Depending on the information transmitted, the content and format of the note may vary. Most memos contain the following information:
   • A new idea or solution to a problem.For example, if you know how to solve a problem with planning overtime costs, write about it in a memo and send it to your boss.
   • Orders. For example, sending a memo is an effective way to assign responsibilities at an upcoming conference that is being hosted by your department.
   • Report. You can also send a note to inform colleagues of a recent event, or to inform them of new information about the project, or to submit a report on the results of a study.
3. 3 Perhaps you are working on many projects and want to share them in a memo. Should not be doing that. Service notes contain information on one specific issue (topic, project, and so on).
   • The memo should be short, informative and easy to read. Thus, by focusing on only one topic, you ensure that the information is read and taken into account.
4. 4 The content and style of your note depends on the target audience, so think about who will read your note.
   • For example, the style of the memo for your coworkers about planning an important date and the style of the note for your boss with the progress report will be very different.

Part 3 of 3: Writing a memo

1. 1 Title the note. It is common practice in business correspondence to title documents.
   • For example, at the top of the page, write "Memo" or "Memo".
   • You can place the title in the center or press it to the left of the page. It is best to look at the memos you received earlier and copy their format.
2. 2 Write a title for your note. It should include the following information:
   • TO: Write down the names and titles of the people you are sending the note to.
   • OT: write your name and title.
   • DATE: Write the exact date including the year.
   • TOPIC: Give a short but accurate description of what the note will be about.
   • Please note that instead of "Subject" you can write "Ref."
3. 3 In the list of recipients of the note, be sure to include all the people to whom you are going to send it. Limit the recipients of the note to the people who are affected by the information in it.
   • Do not send a note to everyone in your department or company if the issue in it concerns only a few people.
   • If you send notes to all employees of the company at once, then they will be bombarded with notes and will either read them inattentively, or will not read them at all.
4. 4 In the list of recipients of the note, include full names and titles. Even if you are on a short leg with your boss, it is better to stick to a formal tone in business correspondence. For example, you can call him "Vladimir" when you go to his office, but in your memo, refer to him as "Mr. Dmitriev" or "Vladimir Nikolaevich".
   • Keep this in mind when listing recipients for the note - include full name and title.
5. 5 If you are sending a note to someone from another company, it is very important to determine the correct form of contacting them. Take the time to find information about this person; most likely, this can be done on the website of his company.
   • For example, if the person has a doctorate, be sure to include it.
   • Also, be sure to find the position this person holds and include it in your note.
6. 6 Think about the subject of your note. It should be concise and straightforward.
   • For example, "New Customers" is a rather vague topic, and if someone wants to find your note in a few days or weeks, he or she will have a hard time doing it.
   • The best topic is: "Customer Expansion Report".
7. 7 As a rule, greetings are not written in service memos. But if you want, you can start the text of the note with "Dear Mr. Dmitriev" or "Dear colleagues".
   • The note should be short and informative, so the greeting can be omitted.
8. 8 Write the introductory section of the note. In it, clearly state the purpose of writing and sending the memo.
   • For example, "I am writing to ...". The introductory part of the note should contain a brief overview of the information presented in it.
9. 9 The introductory section should be short. There is no need to provide details and other details in it.
   • Make the introductory section of several short sentences (short paragraph).
10. 10 Decide on the style of presentation of the main information. It should be enclosed in 2-4 paragraphs. The style of presentation will depend on the information itself.
    • For example, you can present information in order of importance or according to the processes into which your project is broken down.
11. 11 The service note must be divided into sections (paragraphs) so that its readers can easily assimilate the information; in addition, sections will help them identify important points in the note.
12. 12 Title each section; the title of the paragraph should clearly indicate the information it contains.
    • For example, you could split your upcoming office move note into the following sections: New Office Location, Instructions for Packing Equipment and Documents, and Relocation Schedule.
13. 13 The first sentence of each section should tell readers what this paragraph is about.
    • Individual paragraphs or sections of your note should focus on a specific point on the topic under consideration.
14. 14 To highlight important points, create a list or list. This will help readers focus on key points and read and absorb information faster.
15. 15 The size of a memo should not exceed 1-2 pages.
    • This is a standard memos size with single line spacing and a blank line between paragraphs.
16. 16 Consider including a paragraph summarizing the information presented. In most cases, this is not necessary, especially if you wrote a short note.
    • But if the information presented is very complex or if the size of the memo is more than standard, then it is better to include a small paragraph summarizing the information presented (namely, the key points).
17. 17 Be sure to include a closing paragraph, even if you don't think you need it. Consider the following:
    • What are the goals of the memo? Encourage readers to do something? Do employees have to report on time? If so, clearly state this in the final paragraph.
    • If no further action is required, write the following conclusion: "I will be happy to discuss this issue" or "If you have questions or comments on this topic, I will be happy to answer them."
18. 18 If you want, put your name or signature at the end of the note (but this is not required). If this is the case, look at the memos you received from other employees.
    • If they sign notes (for example, “Sincerely, Ivanov AA), do the same.
    • If you don't want to sign the note, you can put your initials at the end of the document.
19. 19 Make a reminder of any attachments if tables, graphs or reports are attached to the note. To do this, at the end of the document write, for example, "Appendix: Table 1".
    • The attachments must be mentioned in the main text of the note.
    • For example, if you are writing about an upcoming move to a new office, you might write something like, “We intend to complete the move by the end of the quarter. See attached table 1 for a detailed moving schedule. "
20. 20 Be sure to check it before submitting your note. Make sure the sentences are grammatically correct, that there are no spelling or syntax errors in the note, and that the information is meaningful.
    • Do not send the note after it is first checked (unless, of course, it is an urgent note). Set your document aside and check it again in an hour. Perhaps you will find new errors and inaccuracies that you missed earlier.
    • If the note contains confidential information, check your company's privacy policy and find out the name of the person who will review your note and give its opinion on its compliance with the established rules.