What is a memorandum or memorandum?
A memorandum or memorandum for short is commonly understood as an official document originating from an office. There are several types of notes. For example, in a business environment, the Memorandum of Understanding (MOU) and the Memorandum of Association (MOA) are common. A memo is written to communicate or convey a short message on a certain subject or topic. Other than specific memos, two of which have been cited above, a memo is typically no longer than one page.
Notes on how to write a memo
- A memorandum is generally made up of three parts. Being these: Introduction, Body and Conclusion. Many office memos come in a standard, pre-approved format. Headers in a standard format are: To, From, Date, Subject, and Reference. The memo can be addressed to one person or to a group of people. They are usually addressed by position or designation. Including a name and title if it is addressed to an individual is an accepted practice.
- Below the headings are the introduction, body, and conclusion. In the introduction, the purpose or why the memo is being written and what would be the focus of attention would be explained. The agency will provide details of the issue, such as what the problem is, what the implications are, and other considerations, including options. The conclusion will indicate what needs to be done, by whom and when.
- The memo should be short, to the point, and clear. The general rule is one idea or topic per memo. If many ideas or topics need to be communicated, it would be better to call a meeting or discussion. The target audience must be kept in sight. Key questions such as why the memo is being written, what needs to be conveyed, and what is the expected result must be constantly considered. This should be done before writing the memo, while it is being written, and after it is completed.
- Be economical with words. Use simple language. Use the active voice. Use active verbs. The reader wants to read the document and move on to what needs to be done. Use the correct titles before the name, such as Mr., Mrs., Mrs., etc.
Edition of the memorandum
After completing the memo, review it for accuracy, brevity, and clarity. Read it and see how it sounds or is transmitted. Check details like date and address. These are important to ensure that the message is delivered to the target audience correctly and quickly. In addition, it facilitates the control of documents. Don’t overlook the importance of correct spelling and grammar.