In fact, you understand how to write down a memo—chances are high, you’ve written tons of of them. Nevertheless, Might 21 is Nationwide Memo Day, which makes this the proper time to focus on the finer factors of impactful memo writing.
Memos—brief for the Latin phrase “memorandum” (translation: “it have to be remembered”)—have existed because the late 1800s. Kingdoms used them. So did armies. Right this moment, the memo is an expert communication utilized in enterprise writing to convey inside firm information.
As an HR skilled, it’s possible you’ll end up writing coverage memos, authorized memos, advantages memos, and extra. No matter your topic, the target stays the identical: to speak data as clearly and concisely as doable.
Composing masterful memos is a precious skilled communications ability, particularly in HR. To that finish, take into account these seven tips about learn how to write a memo that hits its mark.
1. State Your Objective Upfront
Begin your memo with a topic line that clearly states its objective. This can permit your readers to shortly grasp its context and topic.
Right here’s a memo instance: Say you’re altering the way in which workers request break day. Your topic line may be: “PTO Replace: Revised Course of for Requesting Time Off.” It’s concise and simple—and you already know the time period “PTO” will seize your readers’ consideration.
Tip: It’s clever to revisit the topic line after your memo is written, when you may have a clearer sense of what follows—or to experiment with a number of variations, after which select the clearest, punchiest choice.
2. Make use of an Organized Construction
Your organization might have a company coverage relating to memos, or maybe HR has a template. In that case, adhere to the prescribed formatting and construction.
In any other case, lead with a brief, to-the-point paragraph that states your objective, adopted by just a few supporting paragraphs or bullets.
Tip: Organizing a memo’s speaking factors right into a bulleted format makes it simpler to scan, rising the probability workers really learn it.
Finish your memo with a name to motion—i.e., what you want to workers to do with this data and by when. And all the time determine the suitable contact for any questions or issues your readers would possibly elevate.
3. Use a Skilled Tone and Type
Some employers use a extra casual inside tone than others, however everytime you’re speaking in writing, it’s sensible to err on the aspect of ritual.
Along with an expert tone, be courteous. Typically, it’s greatest to keep away from makes an attempt at humor, which may be difficult to tug off in writing.
4. Write to Your Viewers
When composing a memo, take into account the information stage and background of your readers. For instance, a memo written to management is a distinct animal than one written to the complete workforce, as a result of you may safely assume your viewers has a sure stage of understanding.
Equally, whereas acronyms are second nature in HR, not all workers know offhand what phrases like DOL, ADA, and ACA imply, so keep away from insider jargon.
5. Present Context and Background
In case your memo refers to a bigger difficulty, present related background data to elucidate the context. Embrace key dates, earlier actions, and any related information. In case you are following up on a previous dialogue, be particular in recapping the place you left off. Don’t assume individuals keep in mind what you do.
6. Hold It Easy
In line with one advertising examine, individuals spend a median of simply 9 seconds studying an e mail. Everyone seems to be in a rush. The extra direct and uncluttered your memo, the extra possible it’s that your readers will get the message.
Hold your sentences and paragraphs brief. Use bulleted lists when you may. Format your memo with loads of white house—the open house across the textual content—so it’s simple on the eyes.
Embrace solely needed particulars. If some help data is essential, take into account offering it in an attachment that your viewers can learn individually.
7. Proofread and Edit Your Memo
It might be tempting to distribute your memo the minute it’s completed, however that is by no means a good suggestion. Ideally, give it some “cooling off” time earlier than you overview it—or higher but, ask a colleague to have a look as properly.
Like each skilled communication, memos needs to be rigorously proofread and edited for accuracy, readability, grammar, and tone.
Bear in mind, when you ship your memo, it’ll tackle a lifetime of its personal. Make it positive you get it proper—and that it’s going to make its supposed impression.
Be taught extra about creating an efficient office communication technique—and the way Particularly’s expertise answer might help.
Need to sustain with new content material in our library? Click on right here to subscribe to our e-newsletter.
