BEST PRACTICES

How to Write a Memo

The purpose of memos…

Organize before you start

Memos are meant to be direct and to the point.

Make sure you have all the important information you need organized in an efficient manner.

Basic Format

Separate line for each:RecipientYour NameSubjectDate

Simplify Your Information

A memo must be able to be read quickly and easily understood.

Replace large words or uncommon vocabulary with synonyms that will be understood and more to the point.

Use bullets and numbered lists where appropriate.

Just the Facts

Eliminate any statements that are not directly related to the purpose of the memo.

Try to eliminate any personal opinions or thoughts.

Do not use this as an opportunity to criticize or complain about others.

Determine Your Audience

Remember your audience.

Consider who will be reading your memo and be sure to write your memo in a style and language that will be appealing and easily understood.

Determine Recipients

Include everyone that will need access to the information it contains in the list of people who will receive it.

Failure to include all necessary people could result in a breakdown in communication or confusion, not to mention your information not reaching all the sources you intended.

Check for Errors

Check your spelling, grammar and punctuation before sending out your memo.

Any grammatical mistakes will be distracting to those receiving the memo and will also make it appear less professional.