Guidelines and Tips for Writing an Effective Memorandum

 Memorandum 

The word memorandum (plural: memoranda) is a Latin word, that means “something to remember” Or  “reminder” It is often shortened to ‘memo’ (plural: memos). A memo is an informal type of report. A memo may be a note, document, or other communication that helps memory by recording events or observations on a topic, as may be used in an organization. With this background, it might be helpful to note that a memo is also called “in-house communication”. Thus, memos are generally used for internal communication between executives and subordinates or between officers of the same level of an organization. It is also called an inter-office memorandum as they may convey important information, with clarity, careful arrangement, and neatness. A memo does not require a salutation and closing remarks. However, it is alright to initial the memo – besides the name types at the top or the bottom of the memo – or even sign your name at the bottom. The style and tone of your memo should be the same, whether you are writing to your colleague or your superior. An over-friendly memo in an informal style to the manager may be a sign of disrespect. Paragraphs, however short,  must always be numbered to make them easy to read. The memo is also used as a cover note.

 Key Points 

• Avoid personal statements: Focus on objectivity without personal bias, preference, or interest on display. Avoid subjectivity. Stick to the relevant material.
• Use a professional tone: Your tone should be courteous and professional always, and it should convey strength and confidence.
• Flawed Example:

1. This letter is to inform you that you will attend the upcoming mandatory meeting.
2. You did not assemble the parts correctly, so the product is malfunctioning.

• Better Example:

1. We appreciate your attendance at the upcoming mandatory meeting.
2. The product may not work correctly if any errors occur during assembly.

• Use easy-to-understand language: Language is always more powerful when you use active, rather than passive verbs. For example, say “agricultural runoff worsens eutrophication” instead of  “eutrophication is worsened by agricultural runoff.”
• Conciseness and clarity should go in line with adequate development of thought: Make your sentences, paragraphs, and overall memo as brief and as focused as possible. Get your purpose straight before you start, then plan what you want to say and in what order. Use your memo layout to help your reader (headings, bulleted lists, white space, as appropriate).

Elements of an Effective Memo

 An effective memo:

1. Grabs the reader's attention
2. Provides information, makes a recommendation, or asks for action
3. Supports your position or explains benefits to the reader 
4. Mentions next steps and deadlines 

When composing a memo, always consider the three stages of writing: plan what you want to say, write a draft, revise the draft, edit and proofread it and then finally publish it.

  Guidelines and Tips 

1. Clear subject line: The subject line should be very specific to the topic or purpose of the memo. Subject lines are important to memos (as well as emails) because they have a large impact on whether or not the recipient reads the message. A vague subject line could cause the recipient to discard the memo (or delete the email) without reading it.
2. State your purpose in the first paragraph: This is clubbed under the pre-writing stage of the memo. In this stage, an audience analysis should be kept in mind, and the purpose of writing a memo should be well-identified. Supply any relevant background information. Identify any task the memo is related to. 
3. Summarize any potential objections: Convey the information and supporting details relevant to the memo's purpose. Keep sentences tight and informative. Use bullets to list information. 
4. Keep paragraphs short: Keep paragraphs short and focused; one main idea per paragraph is a good rule of thumb for easy reading. 
5. Use subheads between paragraph groups: In long memos, headings are a great way to divide the material into manageable segments. They not only call attention to the main topics but they let the reader know when there is a change in topic.
6. Use bulleted and numbered lists: These help in clarification and ease of reading. It is easy to lose track of long lists separated by commas.
7. Request action: With a closing, be precise on what needs to be done. 
8. Be concise: Include as much information as necessary. Memos should be short and concise; try to keep them to one page. If it is necessary to include lists, charts, and graphs at the end, mention how these attachments are important to your memo.