HR Memo TemplatePRO
How To Create a Memo?
A memo or memorandum is often a brief document used to transmit information within an organization. It delivers internal announcements, newly approved declarations, reminders, and other data that needs to be disseminated at a given time. Simple memos used to be pinned on bulletin boards or personally handed down to the concerned group. However, even with the advent of modern business processes, they thrived and is still among the most widely used document.
Towards the end of the 1800s, business authorities needed a system where they can issue formal directives that is simple, concise, and an efficient way to communicate. Thus, memos were born and have been in constant use ever since. Modern memorandums have managed to retain its original layout but are now leaning more on emails and other forms of electronic distribution. Business memos are characterized by many advantages-- it's inexpensive, easy, direct, transparent and can be stored for record-keeping.
1. Identify Your Purpose
Printed Memos essentially contain information that needs to be disseminated. You need to know firsthand what this information is all about. Is it an announcement? A confirmation? A recent update? A brewing proposal? An invitation? Knowing this also helps set the tone of your memorandum, whether it is persuasive, plainly informative, direct, or indicates a piece of unpleasant news.
2. Gather Information
A simple memorandum has its own distinct form that you need to fill out. A memo's format distinguishably includes a header where you can find the following: date, recipient, sender, and subject. The header is then followed by a context elaborating on the memo's subject, which may suggest declarative information, a call to action, or command. You need to gather firsthand all the accurate data to complete the entire document.
3. Make an Outline
Before starting any document, especially those that need to be circulated, you need to make an initial layout before encoding it. You can ideally do this in writing where you can freely sketch all the information you have gathered with ease. Your outline will serve as your basis, a sample memo where you can pattern your actual output after.
You have already incorporated your collected data on a draft, it's now time to create the document. Choose the software that suits you, but for the best results, you can ideally use MS Word or Google Docs. Google Docs allows you to send the memo link directly via email or chat, and MS Word is widely accessible on any device. Our template collection of memos come in these file formats. We have memos in every category and purpose, so to make the process easier, go check them out!
Before submitting any document, you need to clear off some rough edges. If you're an authorized person to enforce changes and announcements, you can carefully reevaluate your work before handing it out. If you're asked to make one on behalf of a superior, submit if for proofreading before finalizing the copy. Polish your memo ruthlessly. Don't overlook minor lapses such as typos.
Why Do We Need a Memo?
Memos have a two-fold purpose: they bring attention to problems and they solve problems. They accomplish their goals by informing the reader about new information like policy changes, price increases, or by persuading the reader to take any action, such as attend a meeting, or change a current production procedure.
Is it Necessary to Have Signatures on Memos?
Memos, however, are internal and usually only seen by a company's employees. In practice, memos don't include a signature. However, sometimes managers are wise to include their initials next to their name in the header. The purpose of a memo will help dictate whether or not to sign it.
What is the Ideal Length of a Memo?
In memos that make requests or announcements, keep the sentence lengths and paragraph lengths relatively short. Sentences should average fewer than twenty words, and paragraphs should average fewer than seven lines. Also, keep the total memo length to under one page, if possible.
How is a Memo Categorized into Sections?
A memo consists of two parts: the identifying information at the top, and the message itself. At the top, identity for whom the memo has been written, who is sending it, the subject, and the date. The subject line serves as the memo's title.
How to create a Summary of a Memo?
The summary is a brief recounting of the entire memo, including discussion/background, conclusions, and recommendation. Its placement as the second section allows a reader who does not need to know the details to stop reading.