1. Audience Orientation
Always consider the audience and their needs when preparing a memo. An acronym or abbreviation that is known to management may not be known by all the employees of the organization, and if the memo is to be posted and distributed within the organization, the goal is clear and concise communication at all levels with no ambiguity.
Look at the sample below how the memorandum considered its audience:
2. Professional, Formal Tone
Memos are often announcements, and the person sending the memo speaks for a part or all of the organization. While it may contain a request for feedback, the announcement itself is linear, from the organization to the employees. The memo may have legal standing as it often reflects policies or procedures, and may reference an existing or new policy in the employee manual, for example.
3. Subject Emphasis
The subject is normally declared in the subject line and should be clear and concise. If the memo is announcing the observance of a holiday, for example, the specific holiday should be named in the subject line--for example, use "Lent Weekend Schedule” rather than "holiday observance.”
In the sample below, instead of saying "Attendance Policy" which may draw ambiguity among all employees, the writer used the term "New Attendance Logging System and Guidelines" which is specific in nature. This will draw more attention among the readers and everyone will take note of the subject since it concerns new policy supplementing the employee manual:
4. Direct Format
Some written business communication allows for a choice between direct and indirect formats, but memorandums are always direct. The purpose is clearly announced.
Look at how the writer clearly stated the her objective in issuing such order:
It is easy to write a memorandum if you follow these guidelines and the same time be familiar with its parts. You can now be an effective memorandum writer.
Now that you already know what a memorandum is, its parts, and things to consider in issuing such, it is time for you to take the next step and try the exercise about memorandum on the next page.