Explanatory memorandum template – A business memo is a document used to communicate an idea or project to a group. In the modern era, a memo is a very powerful communication tool. It is a great way to capture information that would otherwise be lost in an email. It can be used to communicate important information to the entire team, or just to the person who needs to know. Business memos can be used to explain a business plan, describe a new product, announce a change in direction, or just simply to share an idea.
Most business messages are informational and written with a clear and direct opening explaining the main purpose and point of the messages. This is called front-loading. The middle paragraphs, or sentences, provide more specific details and develop the message. Finally, the close winds down the message and ends with a thank you note and a request for any follow-up.
Below the headings are the introduction, body and conclusion. The introduction will explain the purpose of the memo and the focus of the attention. The body will provide details of the subject such as what is the issue, what are the implications and other considerations including options. The conclusion will state what needs to be done, by whom and when.
Memos can be used to respond to questions, explain a new procedure or announce major news. They can be very short, like the invitation to the company picnic. They could also take up approximately a full screen of type. Anything longer should be sent as an attachment, since the reader’s on-screen attention is fairly limited, and typically, he or she is usually busy. Use plain English and simple words, and keep the tone fairly conversational, using the active voice. Be sure, too, to avoid using any type of Instant Messaging abbreviations. As with any other written document, you should proofread and edit your work.
Review the memo for clarity, conciseness, and accuracy after you have completed it. Read it out and check how it sounds or comes through. Make sure to verify details like the date and the address. These details are crucial for ensuring the message is sent to the right target audience quickly and accurately. It makes document control much easier. It is important to use correct grammar and spelling.