Writing a Clear Business Memo

Summary

The script outlines the importance and structure of business memos in workplace communication. It emphasizes the formal context of memos, which are similar to emails but typically printed. Key components include the header with recipients' names and job titles, the 'from' line with the sender's details, and the date. The subject should be concise and descriptive. The memo body prioritizes main points and uses lists for clarity. It often omits greetings and farewells, focusing on direct communication. The script stresses the importance of revision and feedback for professional and effective memos, highlighting their role in efficient information distribution within an organization.

Takeaways

• 📄 A business memo is a formal document used to communicate important information within an organization.
• 🖨️ Memos are typically created with a word processor and printed for distribution, similar to emails but in a more formal setting.
• 🔖 The header section of a memo includes recipients' names and job titles, or the name of a group if addressing multiple people at once.
• 📝 The 'From' section should include the sender's name and title, along with the date in the format of month, day, and year.
• 🏷️ The subject line of a memo should be brief and descriptive, providing a clear idea of the memo's content.
• 📝 The body of the memo should begin with the main point of each paragraph and use bullets or numbers for clarity and directness.
• 🙅‍♂️ Unlike emails or letters, business memos usually do not include greetings such as 'Dear' or 'Hello'.
• 👋 Memos generally omit a farewell, but if included, it should be brief and appropriate to the company's style.
• ✍️ Revision is crucial for the quality of a memo, and seeking feedback from colleagues can help ensure the message is effective and professional.
• 📈 Business memos are an efficient way to distribute information among colleagues and improve communication within the workplace.
• 🎓 As one practices and studies the art of writing memos, their skills will become more refined and polished over time.

Q & A

What is a business memo used for in a workplace?

A business memo is used to update colleagues on important information or make announcements in a formal context, addressing a specific audience.

How is a business memo typically created and distributed?

A business memo is often created with a word processor and then typically printed for distribution.

What are the main components of a memo header?

The main components of a memo header include the recipients' names and job titles, the sender's name and title, the date, and the subject of the memo.

How should the recipients be addressed in a memo header?

Each recipient's name and job title should be listed individually, or if addressing a group, simply state the name of the group.

What is the format of the date in a memo header?

The date should be written out in full, including the month, day, and year.

How should the subject of a business memo be written?

The subject of a business memo should be brief and descriptive.

Do business memos include greetings like in emails or letters?

Unlike emails or letters, most business memos skip greetings and go directly into the body text.

What is the recommended approach to writing the body of a memo?

In the body of a memo, the main point of each paragraph should be put first, and bullets or numbers can be used to present points or lists clearly.

Can a farewell be included in a business memo?

A farewell may be included in a business memo, but it should be brief and appropriate depending on the message or the company's style.

Why is revision important for a business memo?

Revision is vital for any quality document to ensure the message is effective and professional, and to get feedback from a colleague before submission.

How can practicing and studying memos improve one's writing skills?

Practicing and studying memos will make one's writing more efficient and polished over time.

What is the role of the Goodwill Community Foundation mentioned in the script?

The Goodwill Community Foundation is mentioned as an example of an organization that creates opportunities for a better life, though its specific role in the context of the script is not detailed.