3.3: Composing Memos

A memo (or memorandum, meaning “reminder”) communicates policies, procedures, short reports, or related official business within an organization. It assumes a one-to-all perspective, broadcasting a message to a group audience rather than to individuals, like email or letters often do. Memos are objective in tone and avoid all personal bias or subjective preference, especially because they may have legal standing when reflecting policies or procedures. Accuracy is therefore paramount in memos lest ambiguities result in mistakes that then become legal matters (Business Communication for Success, 2015, 9.2).

What Are the Considerations When Choosing Memos for Communication?

A memo’s purpose is often to inform, but it occasionally includes an element of persuasion or call to action. All organizations have informal and formal communication networks. The unofficial, informal communication network within an organization, the “grapevine,” is often a way for employees to relate and share useful, reliable information, but can also be a channel for rumour, gossip, and innuendo.

One effective way to address informal, unofficial speculation is to spell out clearly for all employees what is going on with a particular issue. If budget cuts are a concern, then it may be wise to send a memo explaining the imminent changes. If a company wants employees to take action, they may also issue a memorandum. For example, a company memo may announce a new program incentivizing employees to use public transit or other alternatives to driving to work and filling up the parking lot with their single-occupant vehicles. In this way, memos often represent the business or organization’s interests. They may also include statements that align business and employee interest, underscoring common ground and benefit (Business Communication for Success, 2015, 9.2).

Table 3.3.A. captures some of the advantages, disadvantages, expectations, and considerations that you should consider when determining whether a memo is the best form of communication for your audience and purpose.

 Table 3.3.A: Memo Advantages, Disadvantages, Expectations, and Considerations

What Are the Guidelines for Memo Writing and Format?

A memo often has a letterhead with “MEMO” and the company name and logo at the top of the page. Below this are the header fields identifying the recipient, author, date, and subject, much like you would see in an email. In fact, the header fields of an email are based on those traditionally found in memos, so the same principles for what to include here, such as how to title the document in the subject line, hold for both.

Unlike emails, memos omit the opening salutation. However, from there, they are similar in their three-part message organization, being made up of an opening, body, and closing. Always direct-approach, the memo message opening states the main point, the body supports this with details, and the closing gives action information or a summary.

Here is a sample memo that follows the guidelines for effective memo writing.