Memo template is an official business document which is used to control of flow of information either from higher management to lower or front end management or within departments. There are several methods and tools which are used to control information flow like; interoffice memo, inter-colleague correspondence memo or inter-departmental memo. It is written in more formal language and becomes part of official document which can be challenge in any court of law. A Memo is usually used to either provide or ask information from front end department or employees whenever; communicate a new policy, update on personal transfers or for any other internal issues. Main elements of memo that make this document effective include:
• Grasp the reader’s concentration
• Provides information, makes a clear suggestions and asks for action
• Enlightens benefits of the reader
• Clearly points out next steps and deadlines
Same rules are being followed for drafting a memo that are used for other business documents. You are advised to follow four rules for writing that include plan for what to say, write a draft, revise the draft and edit, if you are writing a memo. Another very effective way to draft a memo is to use memo template as a sample or use it after making necessary changes. It is necessary to understand all reasons for which a memo is writing. If you are writing your first official memo, you should try to focus on the real issue for which memo is written. Underneath are few but most common reasons for which memos are provided. These are given below for your ease;
1- Informational Memo:
This type of memo is one of the most commonly used memos that are written to deliver or request information or assistance. First paragraph of this document is written to provide the main idea, the second paragraph contains detail and all desired actions are outlined in the third paragraph.
2- Problem-Solving Memo:
This memo is written to suggest a specific action to improve a situation. Its first paragraph contains problem statement, the second paragraph is written to analyze the problem, and recommendations are made to solve the problem in the third paragraph with positive details and drawbacks of the problem.
3- Persuasion Memo:
Persuasion memo is used to encourage the reader for undertaking an action that he or she doesn’t have to take. First paragraph of this memo will be written to begin this document with an agreeable point, second paragraph will introduce the idea, third paragraph will state benefits of the reader, action required will be mentioned in fourth paragraph and the fifth paragraph is the last section of this document that is to call for the action.
4- Internal Memo Proposal:
This memo type is used to convey suggestions to senior management. Its first paragraph is written to state reason of writing this memo, second paragraph is meant to outline present situation and write about the writer’s proposal, third paragraph states its benefits, fourth paragraph is written to state disadvantages and diffuses of proposal or a situation and last and fifth paragraph is to end the document with a call to action.
