What Is a Memo?
A memorandum, or memo, is a written message used in a business office or institution. In law, it pertains to a record of the terms of a contract or transaction, for example, memorandum of understanding, memorandum of association, and memorandum of agreement. Other formats may include briefing notes, reports, letters, and binders. It can serve a lot of purposes, such as conveying information, informing decisions, sending announcements, making a request, replying to an inquiry, suggesting an idea, proposing a solution, or presenting an informal report. While the traditional memos are created using pens and papers, nowadays, digital ones have become commonly known because note-taking can easily be done and memos can be created using a lot of digital tools and apps, such as notepad, notes app, and memo app and can immediately be disseminated or shared through Google notes, iCloud notes, and any other similar apps.
How to Write a Simple Memo
1. Write the Header
In your heading, it must contain the word "Memorandum" or "Memo" in order for the document to be set apart and be easily distinguished when piled up with other types of documents. You must also include the details of the sender and the recipient, date of the issuance of the memo, and the subject or topic discussed in the memo.
2. State Your Purpose
In the first paragraph of your memo, state clearly the purpose of your sample memo which can be one or more of the purposes presented above. To reiterate, the purpose of a memo can be for sending announcements, informal report, or other information, suggesting an idea or solution, making a request, among others. You must begin your sentence with phrases such as "This is to inform you" or "I am writing to request" or other sentences that directly present your purpose. Take note that you must introduce your most critical information in the first part, and use the subsequent paragraphs to deliver the details.
3. Provide Supporting Statement
Then, in the second paragraph, provide a supporting statement or context to your purpose. For example, if you are sending a suggestion to the staff for a certain improvement in your department, you may state the advantages that the department, as well as the company, can benefit.
4. Include Specific Request
If your suggestion or request requires participation from each employee, you might want to include the specific action that you want the employees to take in the third paragraph. You may also include how you hope the recipient would handle the news or whether you are expecting them to do something in response to your memo.
5. Proofread and Finalize
Lastly, before sending your memo physically or through emails, proofread your work and check if there are misspelling and grammatical errors. Review your key points and statement, and make sure that you did not miss anything important. Finalize and polish everything before you save, print, and send your file.