What is a memo?
Memorandum, also known as memo, is a very short
email or letter sent to inform groups of people or organization about a
specific problems and/or solution. It should have an action plan.
Step by step guideline to write a memo.
For official memo writing
In letter head write the memo in the heading of
letter head along with logo in left hand side.
Begin with: To; write the recipient names
Form: write the sender name
Date: write the specific date; month date, year
Subject: be specific and do not exceed more than
four words in subject line.
Introduction: tell what is memo. It has thesis and
key points. It tells propose and expansion of the thesis in key points. It has
one to three sentences.
Body or overview: It explains the key points. It
goes on more details. It exceeds 3 to 5 sentences or 4 to 10 lines in maximum.
While writing body or over view please consider few things. Do not be
redundant. You can use bullet points. One key point is needed per paragraph.
Note: A memo sometimes can have summary as well. If
a memo is more than a page, it should have summary. It is just like a
conclusion.
At last memo
can be ended with seal.
To: include recipient’s name
From: Include your name
and title
Date: Month, day, year
Subject: subject of the memo
Do not use any salutation in memo. It
does not need.
Introductory sentence, with key word, start
with a direct and brief introduction that states the reason for writing memo.
Provide concise but detail information
to the readers.
End with clear closing and a call to
action.
Sample:
To: All staffs [P1]
From: company executive [P2]
Subject: Employee Commute Options Survey[P4]
We
are conducting a commuting survey this week among all employees. The purpose of
the survey is to discover what methods we currently use to commute and what
alternative methods are of most interest[P5] .
The survey is required by Department of Environmental Quality’s Employee
Commute Options (ECO) rules. These rules are part of the Portland area clean
air plan to keep the air clean in light of air pollution associated with
continued growth in the region.
ECO requires employers to provide employees with
incentives to use alternatives to driving alone to work. The results of the
survey will be used by Uniliver pvt. Ltd. to design a transportation program
that reflects the needs and desires of Uniliver Pvt. Ltd. employees. We must
receive completed surveys back from at least 75 percent of Uniliver Pvt. Ltd. employees
to meet the requirements.
The survey will be distributed via e-mail on 11th
September, 2020. Please take a couple of minutes to fill out the survey and
return in by 13th September, 2020. If you have questions, please
talk to Mr. Mithlesh Bhatiya.
We
will share the results with you in the employee newsletter when they are
completed[P6] .
Thanks for your participation,
Your excusive
