A Step-By-Step Guide To Help You Write Memos

Welcome to the latest post in our step-by-step guides for business writers. Writers Write creates resources for business writers. In this post, we include a step-by-step guide to help you write memos.

Business memos are written to an entire office. Memos inform staff of office and procedural changes that apply to a large group of people.

A Step-By-Step Guide To Help You Write Memos

Eight Tips For Writing Good Memos

1. A memo is not as formal as a written letter.
2. The tone is usually friendly as it is a communication between colleagues.
3. Keep the memo concise and to the point.
4. Introduce the reason for the memo with a short paragraph.
5. Use bullet points to explain the most important steps in a process.
6. Finish the memo with a short thank you.
7. You can use “memorandum” instead of “memo”.
8. When writing business memos, include:

• The intended recipients.
• Who is writing the memo.
• The date.
• Why you are writing the memo (subject).

Example Memo

From: Management
To: Editorial Teams
Date: 9 September 2018
Subject: New Manuscript Tracking System

We’d like to go over the new manuscript tracking system we discussed at our meeting on Thursday, 6 September 2018.

This is the procedure you will need to keep your manuscript list updated:

1. Log on to the company web site with your user ID and password.
2. Click on "New Manuscript".
3. Enter the manuscript information.
4. Repeat steps 2 and 3 until you have entered all of your manuscripts.
5. Once this information has been entered, select "Update".
6. Choose the manuscript from the drop down list "Manuscripts".
7. Choose the progress from the drop down list "Progress".
8. Choose the step from the drop down list "Steps".
9. Click on the "Update" button.

As you can see, the management teams will now be able to keep track of your progress with no paperwork or unnecessary meetings.

Thank you for putting this new system into place.

Best regards,
Management

The Last Word

If you want to improve your business writing, explore our Business Writing Workbooks

 by Amanda Patterson

If you enjoyed this post read:

1. A Step-By-Step Guide To Help You Write Minutes
2. A Step-By-Step Guide To Help You Write Notices
3. A Step-By-Step Guide To Help You Format Your Emails