How to write a good memo
Semantic sludge - that's how many of the memorandums that filter up, down, and across our organisations can be described. Most people would prefer to receive clear memos - on paper or by e-mail - saying exactly what you mean. No doubt, you would prefer to receive the same. Often, however, an examination of these management communications often shows them to be ill-conceived, poorly expressed, and ineffective. Memo-writing is a skill you can master by following this advice…
1. Know when to write a memo.
Memos should be written only if:
- you must avoid personal contact
- any other means would be too slow
- the material needs to be kept for future reference
- you need proof that you have taken action.
2. Be brief and to the point.
If you have nothing to say, don't write a memo. If you have something to say, keep it short - short paragraphs, short sentences, short words. Keep your memo as short and as simple as you can. A one-paragraph memo is sometimes all that's required.
The first objective is to express, not impress; so write simply and clearly. Weigh every word against your reader’s time and attention span. And get to the point early. If you're asking for a new computer, say so at once; then provide the supporting argument.
3. Collect your thoughts.
For a memo longer than one paragraph, assemble your main points in advance. When you begin the structuring process, you'll have a complete set of ideas to work from. A rambling memo will reflect muddy thinking, laziness, or a failure to organise your thoughts.
4. Talk your ideas through to yourself.
In essence, a memo is a written statement whose content is sequenced appropriately. So, having isolated your main points, talk your ideas through to yourself. This process helps you decide the main point and frame the supporting arguments that hang off it. An outline then begins to take shape.
5. Focus on your audience.
Although you may be writing to a staff of 20 or 200, focus your written statement on one person. By speaking to that individual, you'll answer everyone else's questions.
6. Structure your memo.
Consider adopting a standard structure for your longer proposals. Use headings such as these:
To:
From:
Date:
Subject:
Background:
Proposal:
Recommendation:
If approved:
Numbered paragraphs also make the memo easier to write, to read, and to refer to. You are forced to unravel your thoughts, to break your complicated idea down into its component parts, and to develop your message sequentially. For larger memos, subheadings and bullets are also useful.
7. Be selective.
Rarely do readers want a blow-by-blow description of the issue. So state your ideas early, clearly, directly, and briefly. Include only information the reader needs to know. Avoid literary flourishes; in most memos, the main villain is pomposity. Stick to your main points and keep each idea simple.
8. Review and revise.
Re-read what you've written. Ask yourself, 'Can I say this any more clearly?' Ensure that the final version is clear and crisp. Check that the memo is not arrogant, demeaning, or abrupt. Polish to perfection - and remember, neatness counts. Sloppy managers send out sloppy memos. Set an example: you'll want perfect grammar, correct spelling, and a neat presentation. Even if your proposals are rejected, you will at least gain credibility by displaying professionalism and courtesy to the reader.
9. Check your subject heading carefully.
From the title of the memo, the reader should be able immediately to focus on the topic. Avoid murky, vague headings. For example, instead of writing, 'Subject: Computer', write: 'Subject: Proposal to purchase additional computer for personnel department'.
10. Compliment good memo writers.
Praise reinforces good writing skills in your staff members. Set the example by gaining a reputation as a good memo writer yourself. Only then can you wage war on muddled memos. Express appreciation to good memo writers. When murky, rambling memos no longer are seen as models for staff to follow, all of your office messages will begin to improve.
