how-to-create-a-perfect-memo

Have you ever asked yourself a question: what is the right memo format? How to write a memo? Various specialists often face these questions. A memo is one of the most common ways of interaction between employees of the enterprise and its management.

WHY DO YOU NEED TO WRITE A MEMO?

Where can you find a perfect sample memo format? This article will try to provide you with the most precise answer. In general, a memo is a form of internal workflow that allows you to deal with urgent production situations most effectively.
The purpose of a memo is to notify any official of the existing problem, to make proposals for its resolution, or coordination of the planned actions.
The additional benefit of such document underlines its direct evidence that the specialist has highlighted the problem in his field of reference. If the specialist cannot solve the problem on his own and brings it in the form of a memo to be resolved by other specialists, he declines the responsibility for the late or poor-quality consideration of the issue.

There is no single format of a memo since it is often compiled in any form and can be transmitted on paper or by electronic means of communication. There are no special directives on how to write a memo, but there are general requirements for the content of the document.

WHAT SHOULD YOU INCLUDE IN YOUR MEMO?

1. First of all, it is obligatory to indicate the addressee of a memo. You need to write the last and first names, as well as the position of the person whom you send a memo.
2. Specify the name of the target document and its number under the address.
3. Follow this by the essence of the problem that you or anyone else could have faced or the situation that needs to be dealt with.
4. Provide your suggestions to the issue or an indication of the actions that the author of the memo waits to be implemented by the addressee.
5. At the end of the document indicate the name and initials of the person who sent the appeal, as well as the position.

If an organization allows using electronic communications (for example, e-mail) for the exchange of data, then sending the memos is simplified. The advantages of such a documents’ turnover within the enterprise also include the prompt handling of complaints.

WHAT IS THE FORMAT OF A MEMO IN AN ELECTRONIC FORM?

Generally, there are hardly any differences with the classic version on a paper. There are no significant differences in the documents. A sample in this format is no different from the example given earlier.
The main part of your memo (the immediate description of the situation and the proposals submitted for consideration) remains exactly the same as in the described example.

The only exception is that you do not need to indicate the addressee since you will use the email address for that. Moreover, the name of the user to whom the appeal is sent will be entered in the "Address" line. If we talk about the exchange of documents through a shared resource (for example, one e-mail address per department), in the “Subject” line you need to indicate to whom the message is addressed.
In addition, when using e-mail (individual mailbox) in most cases, there is already a signature that is inserted into the text of the letter automatically. This saves a lot of time when writing a memo. If your mail does not allow you to identify the sender (for example, when using a shared mailbox), at the end of the letter, be sure to include your name and position.

Important: when sending information by e-mail, do not forget to request a notice of reading the sent message (for this you need to put a tick in the appropriate box). This notice is proof that you actually sent the memo to a specific recipient at a specific time.
Hopefully, the given recommendations will allow you to use memo on your working place more often. Such information exchange improves efficiency if the format is strictly followed according to the corporate policy. Be conscious and respect the addressee.

 

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