Writing Business Memos - 5 Simple Keys to Successful Memos

By Lynda Goldman

Do you struggle to write business memos? Are you unsure of the different styles of business memos, or what is appropriate? The biggest problem with writing a memo is knowing what to write, and knowing the correct format.

Here are 5 simple keys to success:

1. Internal communication: Memos are used for internal communication, and are sent to colleagues and co-workers. They can be directed to a few specific people, but often address a group, team or department. Memos are best for announcing information such as policy changes, persuading people to take action such as attending a meeting, or presenting goals or expectations.

2. Specific format: Memos are less formal than letters, but they have a specific format. They are generally short, with one to four sentences. A longer format might have several paragraphs but should never be longer than one page. If you need to communicate more information it is better to write a report.

Use the standard format that your company provides, or check some guides for standard formats. You don't need a salutation or a closing statement.

3. Action-oriented: These documents that make things happen within an organization. They manage day-to-day arrangements such as requests, procedures and agreements. For example, they are frequently used to confirm a conversation or agreement, request information, or to announce a change in work procedure.

4. Single point: The topic should be narrow and apparent immediately. A good memo summarizes facts, analyzes pertinent issues, or makes a recommendation and supports it. The goal is to be brief, and to make your point quickly, clearly and effectively. Be factual, and use a positive or neutral tone.

5. Public property: A memo is not private. It becomes the property of the person who receives it. Don't write anything that you wouldn't say in person. Avoid emotionally charged issues, and anything that you don't want to have broadcasted to the public.

You are invited to use these tips to increase your communication skills.

You're also invited to receive a free report: "Breakthrough Communication Skills" packed with powerful tips for business success, at http://www.ImpressforSuccess.com when you join my Communication Capsules newsletter.

For examples of business memo formats, check out "How to Write a Persuasive Business Memo," a simple How-to Guide that gives you immediate results. http://www.goldmansmythe.com/howto.html

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