7.3 Writing Clear and Concise Memos
2 min read•august 7, 2024
Memos are crucial for clear, concise business communication. They have specific components like headers, purpose statements, and summaries. Knowing how to structure a memo helps you convey info efficiently and professionally.
Good memo writing involves more than just structure. It's about crafting your message with , using , and organizing content logically. These skills make your memos more effective and easier for readers to understand and act on.
Memo Components
Essential Memo Sections
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- Memo includes the To, From, Date, and Subject lines to clearly identify the sender, recipient(s), and purpose of the memo
- succinctly states the main objective or reason for writing the memo, allowing readers to quickly grasp the memo's intent (project update)
- provides a brief overview of the memo's , enabling readers to understand the main takeaways without reading the entire document (executive summary)
- Background offers context and relevant information to help readers understand the situation or problem being addressed in the memo (project history)
Additional Memo Elements
- Key points present the main ideas, findings, or arguments in a clear and organized manner, often using or for easy readability
- suggest specific actions or solutions based on the key points discussed in the memo, providing guidance for the reader on how to proceed (next steps)
- or appendices can be included to provide additional information, data, or visuals that support the memo's content without overwhelming the main body of the document (charts, graphs)
- or reinforces the purpose of the memo and encourages the reader to take the desired action or provide feedback (request for approval)
Writing Style
Concise and Clear Communication
- Brevity ensures that the memo is concise and to the point, avoiding unnecessary details or verbose language that may distract from the main message
- Use active voice and simple, direct language to convey information clearly and effectively, making the memo easier to understand and act upon
- Avoid , acronyms, or technical terms that may be unfamiliar to the reader, or provide explanations when necessary to ensure clarity (industry-specific terminology)
- Use short paragraphs and sentences to improve readability and help readers quickly grasp the main points of the memo (3-4 sentences per paragraph)
Effective Organization and Formatting
- helps guide the reader through the memo's content, using clear headings, subheadings, and transitions to signal shifts in topic or emphasis
- Use a of information, presenting background, key points, and recommendations in a sequence that makes sense to the reader and supports the memo's purpose
- involves using , bullet points, and numbered lists to break up large blocks of text and make the memo visually appealing and easy to scan
- Emphasize important information using bold, italics, or underlining sparingly to draw attention to key points without overwhelming the reader (due dates, action items)
Key Terms to Review (17)
Active Voice: Active voice is a grammatical structure where the subject of the sentence performs the action of the verb, making the writing more direct and engaging. This clarity helps convey messages effectively, allowing readers to grasp the intended meaning quickly. Using active voice can enhance tone and language, improve grammar and punctuation, and lead to clearer communication in memos and letters.
Attachments: Attachments refer to supplementary files or documents that are included with a main message, such as an email or memo, to provide additional information or context. They are essential for enhancing communication by allowing the sender to share relevant data, visuals, or resources without overcrowding the primary message, ensuring clarity and focus.
Brevity: Brevity refers to the quality of being concise and exact in the use of language, expressing ideas clearly and in as few words as possible. It plays a crucial role in effective communication, especially in written formats where clarity and time efficiency are paramount. Maintaining brevity helps to enhance readability, keeps the audience engaged, and ensures that the main points are communicated without unnecessary embellishments.
Bullet Points: Bullet points are a concise way of presenting information in a list format, allowing for easy reading and comprehension. They help break down complex ideas into digestible pieces, making content clearer and more engaging for the audience. Using bullet points effectively can enhance communication by highlighting key points without overwhelming the reader with long paragraphs.
Call-to-action: A call-to-action (CTA) is a clear instruction designed to provoke an immediate response from the audience, often encouraging them to take a specific action. This could involve asking the reader to click a link, fill out a form, or make a decision. In effective communication, particularly in written formats, a strong CTA is essential as it guides the audience toward the desired outcome and helps achieve the overall purpose of the message.
Closing: Closing refers to the final part of a written communication where the main points are summarized, and a call to action or next steps are provided. It serves to reinforce the message conveyed throughout the memo or letter while ensuring that the reader knows what is expected or what will happen next. A well-crafted closing creates a lasting impression and can significantly impact the effectiveness of business communication.
Formatting for Readability: Formatting for readability refers to the techniques and practices used to make written communication easier to read and understand. This involves structuring the text visually, using elements like headings, bullet points, and spacing to guide the reader's eye and enhance comprehension. It ensures that key points are highlighted and the overall flow of information is logical and accessible.
Header: A header is a section at the top of a document that typically includes important identifying information, such as the title, date, recipient's name, sender's name, and subject line. In the context of writing memos, a well-crafted header ensures clarity and establishes the purpose of the communication right from the start.
Jargon: Jargon refers to specialized language or terminology that is used by a particular group, profession, or field. This type of language can facilitate communication among insiders but may confuse outsiders who are unfamiliar with the terms. Jargon is important as it can convey complex ideas succinctly but can also lead to misunderstandings if not used carefully, especially when clarity and accessibility are essential in communication.
Key Points: Key points are essential ideas or main messages that summarize the most important aspects of a communication, helping the audience quickly grasp the core information. They are crucial for clarity and conciseness in written formats, especially when conveying information in memos, as they allow the reader to focus on what matters most without unnecessary details.
Logical Flow: Logical flow refers to the clear and coherent progression of ideas and information in a written document, ensuring that readers can easily follow the writer's thoughts. In effective writing, particularly in memos, maintaining logical flow helps convey messages clearly and concisely, making it easier for readers to understand the main points and take necessary actions.
Numbered lists: Numbered lists are a systematic way of organizing information in a sequential format, where each item is assigned a number to indicate its order. This method enhances clarity and helps the reader easily follow the flow of information, especially in written communication like memos, where concise presentation is vital. Numbered lists can effectively break down complex ideas into manageable steps or points.
Organizational Structure: Organizational structure refers to the way in which a company or organization arranges its workforce and resources to achieve its goals. This structure dictates how roles, responsibilities, and authority are distributed within the organization, influencing communication patterns and decision-making processes. An effective organizational structure supports clear communication, streamlined processes, and efficient collaboration among team members, making it essential for tasks such as writing memos to convey messages succinctly and appropriately.
Purpose statement: A purpose statement is a clear and concise declaration that outlines the intent or goal of a communication. It serves as a guiding framework that helps to focus the message, ensuring that it remains relevant and aligned with the intended outcome, whether it be to inform, persuade, or engage the audience.
Recommendations: Recommendations are specific suggestions or proposals aimed at guiding decision-making or actions based on analysis and evaluation of information. They serve as a crucial element in communication, providing clarity on what steps should be taken after presenting data or findings, ensuring that the audience understands the proposed course of action.
Summary: A summary is a brief statement that presents the main ideas and essential points of a longer text or document. It distills the key information while omitting extraneous details, allowing readers to grasp the primary concepts quickly and efficiently.
White space: White space refers to the unmarked areas of a document that are left intentionally blank, which enhances readability and visual appeal. It plays a crucial role in organizing content, allowing the reader's eyes to rest and making it easier to digest information. By effectively using white space, writers can emphasize important points and create a more structured layout.