Explanatory memorandum template – Memo is a powerful tool which allows you to create an anonymous, standalone document. A memo contains all the properties of a letter but in a much more compact format. It can be used to draft and store any type of business correspondence including emails, letters, reports and proposals. Memo was designed to be simple to use and quick, making it ideal for busy professionals who need to quickly send or write a message.
A memorandum generally consists of three parts. These are: Introduction, Body, and Conclusion. Many office memos come in a standard and pre-approved format. A standard format includes the following headings: To, From Date, Subject, and Reference. A memo can be addressed to one person or to a group. They are often addressed by their position or designation. Including a name and title if it is addressed to an individual is an accepted practice.
The memorandum can also be used in business writing to answer routine questions. These are structured with the direct query somewhere in the memo’s opening. That can be uncomfortable to those who prefer to beat around the bush in the opening and are unaccustomed to asking for anything directly up front. Be direct and don’t be shy. Since this request is not meant to be terribly controversial or persuasive, the expectation is that reader will be receptive to the request. The body of the memo, then, develops some contextual details, and the close winds down, often giving an end date for the request to be met and asks for additional follow-up if necessary.
Memos can be used to respond to questions, explain a new procedure or announce major news. They can be fairly short, such as 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. Keep the tone conversational and use simple words. Avoid using instant messaging abbreviations. Also, as with any written document, don’t forget to edit and proofread your work.
After completing the memo, review it for accuracy, brevity and clarity. It is worth reading and examining how it sounds. Check details such as date and 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.