For example, the subject line of a memo announcing Thanksgiving holiday schedules should read ”Thanksgiving holidays” instead of a generic phrase like ”Regarding holidays.” Formatting For example, if you announce a holiday, consider including the name in the subject line. Make your subject line as specific as possible. Here are some tips for writing a business memo: Subject Writing a business memo requires proper formatting, a professional tone and attention to detail. Related: Guide To Improving Team Communication in the Workplace Tips for writing an effective business memo We will send your bonus checks and letters of commendation by the end of the week. Thanks for your dedication and commitment to excellence. Your team showed exemplary product knowledge, customer service, negotiation skills and collaboration that is worth emulating by other teams and departments in the company. I am writing to congratulate you on the commendable efforts and energy you put into delivering on your team's sales quota for the last quarter. We welcome comments and suggestions on how to solve this problem so we can get back to delivering results for our customers. In the meantime, we are switching to a temporary data management system until our engineers and external consultants can fix the problem. We are taking steps to address the issue to prevent further data security lapses. I know some of you have lost files on your workstations and there has been at least an accidental leak of sensitive company information. It has come to my attention that the company has experienced a series of data breaches in the last two weeks because of the recent change in our firewall security system. All departmental staff must attend the training event. We hope this training will allow everyone to make a smooth transition to the new application. We will hold a training workshop to familiarize department staff with the new software on August 25, 2018. The company invested in the new application to improve communication with our vendors, enhance order tracking and reduce delays to the barest minimum to save cost and boost efficiency. You are all aware of the company's recent adoption of a new supply chain management software. Subject: Mandatory training for new software To: All employees in the procurement departmentįrom: Barry Buttonwood, Assistant Manager, Staff Training and Development Here are three examples of business memos for different scenarios: Business memo example 1 Here is a memo format template you can download for your convenience. Here is a format you can use to create business memos: Related: 7 Types of Business Letters and When To Use Them Correct memo format Some memos such as those related to research, presentation or results may require additional data in the form of an attachment to substantiate the memo’s message. The message should conclude with a clear call to action, i.e., what action the recipients are expected to take. If the content of this section is long, you may also want to include a summary of the message. The body should first state the purpose of writing the memo, then move on to the message. This section states the message in one, two or three short paragraphs. For example, ”Subject: Training session for employees of the SEO department.” Message body The subject line gives the recipients a quick idea about the content of the memo. DateĪll memos must invariably include the date of writing the memo. These are the recipients whom you do not directly address in the To section but to whom you send a copy of the memo for the sake of information. Jones, Assistant Manager, Sales.” CC or additional recipients This section specifies the name, designation and department of the person writing the memo. For example, if you are writing a memo to all the employees of the marketing department, it should say ”To: All Employees of the Marketing Department.” Sender Just below the address section or the letterhead, the word ”Memo” or ”Memorandum” appears to make it clear that the message is being communicated through a memo. The heading section includes the name and address of the company, which is already printed in the case of a letterhead. A memo format typically includes the following sections: Heading Unlike a formal business letter, a memo does not include a salutation or the sender’s signature. Related: Memos: Definitions and Examples Sections of a memo In this article, we discuss the sections of a professional memo and we offer a template and examples you can use as a guide in creating your own memos. For this reason, it's important to use a correct memo format to convey your message professionally. Businesses often use memos to update employees and internal stakeholders about company policies, procedures, projects, events and team activities.
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