Meeting memorandum template – Memo is a powerful tool that allows you to create a private, free-standing document. Memos have all the same properties as letters but are much smaller. 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 being: 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. The memo may be addressed to an individual or a group of individuals. 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.
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. Don’t be shy; be direct. 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. The general rule is one idea or issue per memo. If many ideas or issues need to be communicated, it would be better to call for a meeting or discussion. It is important to keep in mind the target audience. It is important to keep in mind key questions like why the memo is being created, what information needs to be communicated, and what the outcome is. 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 does not have to be complex. It serves its purpose by being simple and straight 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.