Internal audit 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. This is a great way of capturing information that might otherwise go unnoticed in an email. You can use it to communicate important information to your entire team or to just the person you need. 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. Front-loading is a term used to describe this. 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.
In business writing, the memorandum is also used for routine requests. 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.
The memo needs be brief, to the point and clear. One idea or issue should be included in each memo. It is better to have a meeting or discussion if there are many ideas or issues that need to be communicated. It is important to keep in mind the target audience. Key questions such as why the memo is being written, what needs to be conveyed and what is the expected outcome must be constantly kept in mind. This must be done before writing the memo, while it is being written and after it is completed. Be economical with words. Use simple language. Use active voice. Use active verbs. The reader wants to understand the content and then move on to the next step. Make sure you use the correct titles, such as Mrs., Mr., or Ms.
A well-written memo doesn’t have to be complicated; it serves its purpose by being kept simple and to the point. Interestingly enough, the memo concept has its hidden benefits such as those of keeping the writer off the phone and preventing him or her from getting off the point of the intended message. This strategy saves time and allows everyone to be more productive.