Writing a Business Memo (GC01190)

A memo can be defined as a short note designating something to be remembered, especially something to be done or acted upon in the future; reminder. In other words, a record or written statement of something including an informal message, especially one sent between two or more employees of the same company, concerning company business: an interoffice memorandum (Natalie Canavor, 2018).

Format of a business memo

Identify the purpose of the memo

The writer of a memo to its recipient set the purpose of this writing to him at first. A memo’s purpose is often to inform, but it occasionally includes an element of persuasion or a call to action. One effective way to address informal, unofficial speculation is to spell out clearly for all employees what is going on with a particular issue. If budget cuts are a concern, then it may be wise to send a memo explaining the changes that are imminent. If a company wants employees to take action, they may also issue a memorandum. For example, on February 13, 2009, upper management at the Panasonic Corporation issued a declaration that all employees should buy at least $1,600 worth of Panasonic products. The company president noted that if everyone supported the company with purchases, it would benefit all (Lewis, 2009).

Organizing the memo

All organizations have informal and formal communication networks. The unofficial, informal communication network within an organization is often called the grapevine, and it is often characterized by rumors, gossip, and innuendo. On the grapevine, one person may hear that someone else is going to be laid off and start passing the news around. Rumors change and transform as they are passed from person to person, and before you know it, the word is that they are shutting down your entire department.

Language

Generally, the writer of memos considers the receiver understands languages. The writer should write and save his memo in an internationally vogue language. The user of the memo can adopt the updated format of memo and language format so that the readers feel comfortable reading the memos. For example, it is needed to avoid writing things like “Hey guys! am I right?” Instead, get right to the point: “I’m writing to provide everyone with a progress report for Project Y so that all of you can perceive the meaning”

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Font style and size

As a general rule, it is a good idea to use a Helvetica, Arial, or Times Roman font and font size of 10-point or 12-point. For the traditional legal memo, choose a serifed typeface for the main text. Serifed typefaces are those with the little extensions–serifs–at the ends of the strokes. Times New Roman, Garamond, and Palatino are serifed typefaces. They include Arial, Futura, and Verdana. You can use sans-serif typefaces for headings–the contrast makes them stand out–but avoid them for the main text of a memo unless those you work to recommend them (Wayne Schiess, 2018).                      

Margin for memo

The writer at first set-top and bottom margins of one inch. Set left and right margins of at least one inch. For short documents, use wider margins to improve the appearance on the page. Do not justify the right margin…………

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