Written Office Communications

Office communications are an essential part of any professional environment, and developing strong written communication skills early on will give you an edge in your career. One of the most common forms of office communication is the memo, a tool designed to distribute information efficiently within an organization.

What is a Memo?

A memo, short for "memorandum" (from the Latin term memorandum est, meaning “to be remembered”), is a concise document used to share key information within a company. While memos can vary in formality depending on the organization, they are generally less formal than letters.

The term "memo" is widely accepted, but in highly formal situations, you may encounter the longer form, memorandum. The plural can be either memoranda or memorandums, both of which are correct.

Purpose of Memos

Memos are primarily created to communicate important information to relevant personnel. They are particularly useful when emails or instant messages won’t suffice, for example, when official documentation or signatures are required.

Although memos are often short, some can be more detailed, especially when they function as report memos. These longer memos contain more in-depth information but still maintain a clear and concise format.

In summary, memos serve to:

• Inform readers
• Persuade others to take action
• Provide feedback
• Respond to specific situations

Common scenarios where memos are used include:

• General Information Sharing: Announcements or updates within an organization.
• Policy Changes: Informing staff of new or updated guidelines.
• Instructions and Directives: Providing clear instructions for tasks or responsibilities.
• Decision-Making: Communicating decisions made by leadership.
• Coordination and Collaboration: Requesting feedback or coordinating tasks across teams.

Memos are most often used for straightforward purposes like notifying staff about meeting times, deadlines, or other basic organizational details.

Types of Memos

Here are some general types of memos you might encounter:

• Directive Memo: Outlines policies or procedures.
• Trip Report Memo: Summarizes the details of a business trip, including purpose, discussion, and action.
• Request Memo: Asks for information or action from the recipient.
• Response Memo: Provides answers or information in response to a request.
• Report Memo: Summarizes the results or findings of a task.
• Field Report Memo: Details the outcomes of inspections or procedures.
• Confirmation Memo: Confirms decisions or responses to invitations.
• Suggestive Memo: Shares ideas or opinions for consideration.

There are also specific business memos such as:

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

Format

While the format of memos can vary slightly between organizations, the general structure remains consistent:

• Paragraphs are single-spaced with double-spacing between them.
• Indentations are not used.
• Memos typically don’t include a signature, though names or initials may appear in the header.
• Ideally, a memo fits onto a single page.
• Bullet points can be used but should be limited.

Optional lines, like CC or BCC, may be included if needed. The RE line can be used in place of a subject line.

Parts of a Memo

The essential parts of a memo are as follows:

• Heading: Includes TO (recipient’s name and title), CC (others receiving a copy), FROM (sender’s name and title), DATE (written in full), and SUBJECT (topic).
• Opening: Provides context, task, and purpose.
• Summary: Brief overview of the memo’s content.
• Discussion: Main content or body of the memo.
• Closing: A final action or statement.
• Attachments: Mentions any additional documents.

Organization

There are two main organizational styles for memos:

1. Direct Approach: Presents the purpose right at the start, followed by supporting details. This works well for routine or positive messages.
2. Indirect Approach: Begins with attention-grabbing details and presents the purpose later. This style suits persuasive or bad news messages.

Regardless of the approach, memos should always end with a clear call to action or a courteous closing statement.

Style and Tone

Memos are written in a professional tone, but the level of formality depends on the type of memo. Policy or report memos tend to be more formal, while standard memos may adopt a more conversational tone.

Always keep your audience in mind when writing a memo. Since most recipients will be your colleagues or supervisors, maintain a tone that is respectful, professional, and appropriate to the situation.

The tone of the memo should also match the technical expertise and authority level of the readers.

Length

Memos are typically short, ideally confined to a single page. However, this isn’t a strict rule, especially for report memos that may need to be longer. Remember that clarity and brevity are key—if a memo becomes too lengthy or complex, consider breaking it up or reassessing the content to keep it focused.

Crafting an Effective Memo

To write an effective memo:

• Start with a Heading: Include the organization's name and the word "Memorandum" or "Office Memorandum."
• Address the Recipients: List the individuals or departments receiving the memo.
• Create a Clear Subject Line: Summarize the memo’s content concisely.
• Write the Body: Use straightforward language, organizing information into paragraphs or bullet points for clarity.
• Maintain a Professional Tone: Keep the language respectful and direct.
• Include Relevant Details: Mention important dates, deadlines, and other critical information.
• Format Properly: Use headings or bullet points to make the memo easy to read.
• Mention Attachments: Reference any documents attached to the memo.
• Include a Distribution List: Make sure all necessary recipients are listed.
• Sign or Initial: To indicate your authority or approval, include your initials or signature at the end.

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