BUSINESS MEMO SERIES
If your memo is one in a series of memos, it is a good idea to indicate this and to briefly summarize any relevant information the reader may need to recall from those earlier memos.
A good way to begin is by providing the reader with any necessary background information including dates if these are relevant, summarize the current work or situation and its significance, summarize the problems, if any, and finally outline the request (if relevant). Once the purpose of the memo has been established the remainder of the memo should be a succinct summary of the facts relevant to the purpose of the memo. So, a typical purpose statement for this memo might be: “I am writing to summarize my progress on Project XYZ to date and to request your feedback concerning my performance on this project.” If the purpose of the memo is to provide a progress report on a project, the author is likely soliciting formal feedback from the supervisor concerning the advisor’s satisfaction or dissatisfaction with the progress made to date. Consequently, the nature of the request is also usually stated at the beginning of the memo as well. The purpose statement usually begins with words such as “I am writing to inform you…” or “The purpose of this memo is to summarize…” Usually the author of the memo is writing not merely to inform but in order to make a formal request of some kind. To: Name and Title of recipient From: Name and Title of memo’s author cc: Names and positions of any other recipients of the memo Date: Month weekday and year Re: Brief statement (10 words or less) summarizing subject of memo Body of Business MemoĪ well written memo begins with a clear and succinct purpose statement. The heading is generally formatted as follows: Memos generally begin with a header section that identifies the purpose of the correspondence, to whom the memo has been sent, when it was written, and who wrote it. An introduction to the standards for format and style is provided below.
The memo is a formal method of written communication with a well established format and style.
The business memo is a standard form of written communication in academics, government, and industry.
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