How to write a memo? Step by step guide

Summary

In this video, viewers learn how to write an effective memo for internal communication within an organization. The host explains that a well-written memo helps avoid confusion, while a poorly written one can cause chaos. The video covers the structure of a memo, including the heading, recipient, sender, date, subject, body (which includes an opening statement, summary, and conclusion), and optional sections like CC and attachments. Viewers are provided with a checklist for writing concise, clear memos with a call to action, ensuring successful communication. The video concludes with a reminder to subscribe for more useful content.

Takeaways

• 😀 A memo is an important internal communication tool used to convey immediate information within an organization.
• 😀 A poorly written memo can create confusion and waste time, making it essential to write clearly and effectively.
• 😀 Managers should be able to write good memos to avoid creating confusion and chaos within the organization.
• 😀 A memo is typically used for organizational announcements, such as IT updates, employee departures, or routine reminders.
• 😀 A standard memo includes the heading, recipient, sender, date, subject line, body, CC (optional), and attachments (optional).
• 😀 The body of a memo generally consists of three sections: an opening statement, a summary of the context, and a conclusion with a call to action.
• 😀 The opening statement should get straight to the point and clearly state the purpose of the memo.
• 😀 The summary section provides background information and context to support the opening statement.
• 😀 The conclusion should include a call to action, encouraging the recipient to take specific steps in response to the memo.
• 😀 While CC and attachments are optional in a memo, they can be included if necessary for additional recipients or supplementary information.
• 😀 Following a checklist to ensure clarity, brevity, and relevance will help in writing an effective memo that avoids confusion.

Q & A

What is the main purpose of a memo in an organization?

A memo is used for internal communication within an organization to communicate something of immediate importance to a large group of people.

What could happen if a memo is poorly written?

A poorly written memo can create confusion and waste a lot of time, potentially causing chaos in the organization.

What are some common situations where a memo is used?

Common situations include an IT manager sending a memo to change passwords, an office manager reminding employees to update their timesheets, or a human resource manager notifying staff about an employee's departure.

What are the key sections of a typical memo?

A typical memo includes the heading, recipient, sender, date, subject line, body, CC or additional recipients, and optional attachments.

What does the body of a memo typically contain?

The body of a memo typically contains three sections: the opening statement, a summary providing context or background, and a conclusion with a call to action.

What is the importance of the call to action in a memo?

The call to action is important because it provides clear instructions or expectations for the recipients, guiding them on what action to take after reading the memo.

What should you include in the opening statement of a memo?

The opening statement should directly address the purpose of the memo and get to the point clearly and quickly.

Why is brevity important in writing a memo?

Brevity is important because a memo should be concise and to the point, avoiding unnecessary length or complexity that could lead to confusion.

What is the role of the CC section in a memo?

The CC section is used to include additional recipients who need to be informed but are not the primary audience for the memo. This section is optional.

What is the purpose of the attachment section in a memo?

The attachment section, which is optional, is used to include any additional documents or files relevant to the content of the memo.