Office communications are some of the most common written correspondence that you will come across during your working careers. Learning how to make them now will give you a valuable skill that will aid you in the future.

This particular type of written communication is most commonly called a memo: a document that is used for communication within an organization; specifically, these are used to disseminate information within such organizations.

It could also be defined as a short piece of text that holds important information. The term is derived from the longer form, memorandum which is taken from the Latin, memorandum est – “to be remembered.”

Memo will suffice as a name in most contexts, except in very formal situations where the long form, memorandum, is used instead. The plural form of the long form is memoranda or memorandums. Either one works.

Note that memos are not as formal as letters. While there are general standards, they can vary in format depending on the organization using them.

Purpose

The main reason that offices create memos is to effectively communicate information across relevant sections of an organization.

As aforementioned, memos contain important information. This is the core of its purpose. This is especially helpful in situations where emails or instant messages will not suffice.

For example, if you need a paper signed, you can create an email containing a memo informing the receiver regarding what they need to do with the document you attached.

While memos are typically used to send short messages, remember that some reports can also be sent in as memos. Memos do not need to be short, so these report memos can be as long as they need to be.

In simple terms, memos are used to:

• inform readers
• persuade others to take action
• give feedback
• react to a situation

Specifically, memos are used for:

• General Information Sharing Memos are used to share important updates, announcements, or news within an organization. They provide a formal and documented way to convey information to employees or departments.
• Policy Changes Memos are often used to communicate changes in policies, procedures, or guidelines within an organization. They inform employees about new rules or regulations and provide instructions on how to comply with them.
• Instructions and Directives Memos are used to provide clear instructions or directives to employees or departments. They outline specific tasks, responsibilities, or actions that need to be taken.
• Decision-Making Memos can be used to communicate decisions made by management or leadership. They inform employees about important decisions and provide context or reasoning behind those decisions.
• Coordination and Collaboration Memos facilitate coordination and collaboration within an organization. They can be used to request input, gather feedback, or coordinate activities among different teams or departments.

Practically speaking, though, memos are generally used to provide basic information such as meeting dates or deadlines.

General Types of Memos

1. Directive Memo states a policy or procedure
2. Trip Report Memo usually sent to a supervisor after an employee completes a business trip. It usually contains the following:
   • Purpose
   • Summary
   • Discussion
   • Action
3. Request Memo asks the recipient to provide the sender with whatever is detailed in the memo; generally, information
4. Response Memo provides the recipient with the requested information; also usually contains the aforementioned four essential contents
5. Report Memo sent to readers to discuss findings or results from a task that the sender completed
6. Field Report Memo used to report on inspections and procedures. This usually contains the following:
   • Purpose
   • Summary
   • Problem
   • Methods
   • Results
   • Conclusions
   • Recommendations
7. Confirmation Memo usually comes in the form of an RSVP that a sender uses to inform the reader of a decision made regarding a request or invitation; generally, a positive or affirmative response
8. Suggestive Memo sent out when a writer wishes to communicate their ideas, opinions, etc. to the recipient

Types of Business Memos

• Operational Memo
• Environmental Memo
• Form Memo
• Dress Code Memo
• Financial Memo
• Cover Memo

Format

Memos tend to follow a specific formatting style:

• organized into paragraphs without indentations, single-spaced within paragraphs, double-spaced between paragraphs
• rarely include a signature, but names or initials are sometimes included in the header
• ideally consists of a single page
• bullets may be included, but must be kept to a minimum

Other extra lines, such as CC or BCC, may be added as needed. The RE line may also be used instead of SUBJECT.

Parts

Heading

TO: [receiver’s name and job title]

CC: [names of others receiving a copy]

FROM: [sender’s name and job title]

DATE: [day, month and year all spelled out]

SUBJECT: [topic]

Opening

• context
• task
• purpose

Summary

Discussion

Closing

Attachments

Signature

Organization

Memos can be organized in two possible ways:

• direct presents the purpose of the document in the first paragraph (sometimes the first sentence), then provides supporting details in the body
• indirect opens with attention-getting details, then states the purpose in the body

The direct approach is generally best for good news or routine communications while the indirect style works better for persuasive, sales, or bad news messages.

An action portion or a courteous closing statement is used at the end of both.

Style and Tone

In general, memos are written professionally, but the overall formality may vary depending on the type of memo being written. Memo reports and policy memos have a more formal tone, while generic memos are more conversational.

When writing a memo, also consider your audience. Remember that, in most cases, you will have a professional relationship with your readers, so take that professional connection in consideration. Your memo must reflect that.

Finally, the tone should consider the technical and authority levels of all readers.

Length

As already mentioned, memos are usually very short and consist of a single page. This will not be universally true, especially when considering report memos, but you must always remember that the most important rule in writing a memo is less is more.

You do not want your readers to skip the memo because it was too long, so you need to get to the point directly. That way, your receivers can take action immediately.

If your memo is running too long and it is not appropriate for that type of memo to be lengthy, consider splitting the memo or even reconsidering the content, in case it has already become too broad.

Making a Memo

Start with a Heading At the top of the memorandum, include the name of your organization or company, followed by the word “Memorandum” or “Office Memorandum.” Add the date the memorandum is issued.

Address the Recipients Begin the memorandum by specifying the recipients. Include the names or positions of the individuals or departments who should receive the memo.

Write a Clear and Concise Subject Line Provide a brief and informative subject line that summarizes the main topic or purpose of the memorandum. This helps recipients quickly understand the content and relevance of the memo.

Begin the Body In the body of the memorandum, provide the main content. Use clear and concise language to convey the information, instructions, or decisions. Organize the content into paragraphs or bullet points for clarity and easy reading.

Use a Professional Tone Maintain a professional tone throughout the memorandum. Be clear, concise, and respectful in your language.

Include Relevant Details Provide all necessary details related to the subject of the memorandum. Include dates, deadlines, names of individuals involved, and any other pertinent information.

Consider Formatting Use headings, subheadings, and bullet points to organize the information effectively. This helps make the memorandum easier to read and understand.

Mention Attachments If there are any supporting documents or additional information related to the memorandum, mention them in a separate section. Clearly state the name or number of the attachments and ensure they are included when distributing the memorandum.

Include a Distribution List List the individuals or departments who will receive copies of the memorandum. This ensures that the memo reaches all relevant parties and helps in tracking its distribution.

Sign or Initial the Memorandum Include your signature or initials at the end of the memorandum to indicate your approval and authority.

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