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.

Outlines

00:00

📝 Business Memo Basics

This paragraph introduces the concept of a business memo as an effective communication tool in a professional setting. It explains that memos are formal documents created with word processors and often printed for distribution. The memo format is likened to email, starting with a header that includes recipients' names and job titles, or the name of a group if addressing multiple individuals. The paragraph also covers the inclusion of the sender's name and title, the date in full, and a brief, descriptive subject line. It emphasizes the importance of direct and clear writing, suggesting the use of bullets or numbers for lists. The memo typically omits greetings and farewells, focusing instead on concise information delivery. The paragraph concludes with advice on revising memos for clarity and professionalism, highlighting the value of feedback from colleagues.

Keywords

💡Business Memo

A business memo is a formal document used in the workplace to communicate important information to a specific audience. It is typically created with a word processor and printed for distribution. In the video's context, the memo is highlighted as an ideal way to address colleagues in a formal setting, emphasizing its importance in workplace communication.

💡Header Section

The header section of a memo is the initial part that lists recipients and other essential details. It sets the stage for the document by identifying who the memo is intended for, such as individual names and job titles or a designated group name. In the script, the header is mentioned as the starting point of a memo, indicating its role in directing the message to the right audience.

💡Recipients

Recipients are the individuals or groups targeted to receive the memo. The script specifies that each recipient's name and job title should be included for personal addressing or the group's name if it's a collective address. This term is crucial as it determines the directness and relevance of the memo's communication.

💡Job Title

A job title refers to the professional designation of an individual's position within an organization. In the context of the script, including the job title alongside the recipient's name adds a layer of formality and specificity to the memo, ensuring that the communication is appropriately addressed.

💡Designated Group

A designated group refers to a specific section or team within an organization that is being addressed collectively in a memo. The script uses the example of the 'accounting department' to illustrate how a memo can be directed to an entire team rather than individual recipients.

💡From

In a memo, the 'from' section includes the sender's name and title, identifying who is communicating the message. The script mentions this as a critical component of the memo's header, establishing the sender's authority and context for the message.

💡Date

The date in a memo is written out in full, including the month, day, and year. This provides a timestamp for the communication, which can be important for record-keeping and reference. The script emphasizes the importance of including the complete date to maintain the memo's formality and organization.

💡Subject

The subject line of a memo succinctly summarizes the main topic or purpose of the document. The script advises making the subject brief and descriptive, which helps recipients quickly understand the memo's content and prioritize their reading.

💡Body Text

The body text is the main content of the memo, where the message is conveyed. The script instructs to start paragraphs with the main point and use bullets or numbers for clarity. This part of the memo is crucial for delivering the intended information effectively and directly.

💡Farewell

A farewell in a memo is a closing statement that may or may not be included based on the message or company style. The script suggests that if a farewell is used, it should be brief, indicating that while it can add a personal touch, it is not the primary focus of a business memo.

💡Revision

Revision is the process of reviewing and refining a document before it is finalized. The script stresses the importance of revision for ensuring the memo's effectiveness and professionalism, suggesting that feedback from colleagues can be valuable in this process.

💡Goodwill Community Foundation

While not a central concept of the memo, the Goodwill Community Foundation is mentioned at the end of the script, possibly as the organization responsible for the video. It creates opportunities for a better life, which aligns with the theme of effective communication in the workplace that the memo exemplifies.

Highlights

A business memo is an ideal way to address a specific audience in a formal context at the workplace.

Memos are often created with a word processor and typically printed for distribution.

The format of a memo is similar to an email, beginning with a header section listing recipients and details.

Include each recipient's name and job title in the header, such as 'Miranda Lawson, Director of Marketing'.

For designated groups, state the group's name, like 'Accounting Department'.

In the 'From' section, include your name and title.

Write out the complete date in the format of month, day, and year.

The subject line should be brief and descriptive.

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

Start each paragraph in a memo with the main point first for clarity.

Use bullets or numbers to present points or lists for easy readability.

Memos generally do not include a farewell, but it may be appropriate depending on the message or company style.

If a farewell is included, it should be brief.

Revision is vital for any quality document; consider getting feedback from a colleague.

Business memos are a powerful tool for distributing information among colleagues.

Practice and study of memos will lead to more efficient and polished communication.

Goodwill Community Foundation is creating opportunities for a better life.

Transcripts

when you need to update your colleagues

on important information or make an

announcement at your workplace a

business memo can be an ideal way to

address a specific audience in a formal

context a memo is a document that is

often created with a word processor and

typically printed for distribution the

format is similar to email it usually

begins with a header section that lists

recipients and other details let's take

a closer look at what's included in the

header to include each recipients name

and job title for example Miranda Lawson

director of marketing if you're

addressing a designated group however

simply state the name of the group for

example accounting department from

include your name and title date write

out the complete date month day and year

subject make the subject brief and

descriptive

unlike emails or letters most business

memos skip the greetings such as dear

miss Lawson and immediately go into the

body text whenever you start a paragraph

in a memo always put the main point of

the paragraph first you can also use

bullets or numbers to clearly present

points or lists this will make your

writing direct and easy to follow memos

generally don't include a farewell it

may be appropriate depending on your

message or your company's style but if

you do include a farewell make it brief

remember that revision is vital for any

quality document before you submit your

memo to your audience consider getting

feedback from a colleague to ensure your

message is effective and professional

business memos are a powerful way to

distribute information among your

colleagues as you practice and study

your memos will become more efficient

and polished in no time

[Music]

Goodwill Community Foundation creating

opportunities for a better life