Navy correspondence manual memorandum template – A business memo is a document that is used to communicate a business idea or project to a group of people. A memo is an effective communication tool in modern times. 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. 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.
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. Don’t be shy; be direct. The request isn’t meant to be controversial or persuasive. It is expected that the reader will be open to it. The memo’s body provides context details and closes with a deadline for the request. If necessary, it asks for further follow-up.
Memos can also respond to requests, describe a new procedure, or announce some major news. They can be very short, like the invitation to the company picnic. Or they could take up about a screen full of type. Any longer text should be attached as an attachment. The reader’s attention span is very limited and he/she is often 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. Also, as with any written document, don’t forget to edit and proofread your work.
A well-written memo doesn’t have to be complicated; it serves its purpose by being kept simple and to the point. The memo concept is interesting in that it has hidden benefits like keeping the writer on the phone and making sure that he or she doesn’t miss the main point. This time-saving strategy allows for more productivity time for everyone.