Keep your reader in mind when you are writing a memo. Do not overuse cliché phrases instead, make sure to express yourself and make sincere apologies when appropriate. You can be honest without sounding like a child. Try to avoid phrases such as “we’re sorry for any inconvenience this may have caused” or “please don’t hesitate to call.” Too many phrases such as this may appear to be insincere or trite to some readers. Make sure that you look at your spelling, since the spell check on the computer program is not always reliable.ĭon’t be Overly Sincere Keep in mind that any written business document is legally binding, which means everything in the memo needs to be accurate. Double check names, dates, and the specifics of the project/topic to make sure that everything is accurate and up to date. Take time before you send the memo to make sure that you have covered all the correct information. Your English teachers will all disagree, but in business, short and sweet is the standard for memos.Ĭheck Before You Send Only use jargon if it helps keep the memo concise and you are sure that the reader will understand the jargon. Be honest in your word choice, without sounding wordy or pretentious. No one likes to have to read between the lines when they are on a limited schedule. Get to the point by keeping to the important topics, while avoiding the use of fluffy adjectives. Instead of writing “per your request” think of using a more casual way to say it for example, “as you requested” or “as you wanted” would be more appropriate.Īvoid “fluff” Words The language should be simple, but it should not be overly simple. This applies even when the person you are writing the memo to is a close friend.Īvoid words that might not be known to readers. Never start a memo like you are talking in a conversation with a friend, using words like, "hey and hi." You always want to start a memo using a professional opening, such as "hello" or "dear," etc. Colleagues, superiors, and clients do not want the document to be too casual because it can be possibly interpreted as disrespectful. It needs to stay formal and professional. It is also a legal document that can be kept for many years and can be used as a reference in given situations. A memo is a business document which is a reflection upon a business itself. Although technical writing is not meant to sound academic, it is also not meant to sound unprofessional. Remember: Memos are professional documents. On the other hand, keep the document appropriate for a work place setting. Use contractions, however, avoid using slang words or phrases that might be misconstrued by a reader. Write as if you were talking to the person face to face. To get action from people, write in the active voice as opposed to the passive voice. It sounds more natural to say, "I would like you to do this" and it is more personal because you are addressing a specific individual. Memos always have a conversational style, and use words like "I", "you", and "we". Don't waste time and space with irrelevant information, get right into the issue at hand. This gets the reader right into the information and avoids wasting time on lengthy introductions. Like a subject line the first few sentences need to elaborate on the topic and purpose of the memo. For this reason the subject line needs to be informative so the reader knows exactly what they are reading as soon as they look at the memo. The subject line is one of the first things the reader is going to look at as soon as they pick up a memo. Guidelines to follow when writing a memo Use An Informative Subject Line īe specific from the beginning, tell the reader what the subject of the memo is and what is a proposal, progress report, question, or result. They are good tools to provide a concise method of delivery. For example, they call attention to issues that may need to be resolved, they update clients and other colleagues on the status of active projects, and finally, they give solutions to colleagues on issues that are related to the project being worked on. Today, emails can be considered a common type of memo. Memos are typically used within a business environment as an interoffice tool and can serve many purposes. 2 Guidelines to follow when writing a memoĪ memo or memorandum is a communication note that records events or observations on a topic.
0 Comments
Leave a Reply. |
AuthorWrite something about yourself. No need to be fancy, just an overview. ArchivesCategories |