How to write a memo in Business English
A memo or memorandum is used to communicate within a
workplace. Memos are used in different situations such as recording details of
a staff meeting or communicating on company policies or procedures.
Language style and layout used
Memos are written in a formal language style, in a clear and
direct (while remaining polite) communication which gets to the point of the
subject
Bullet points or numeration can be used to make the memo
easier to read and to separate the different points
The different stages of writing a memo
🔸1. Label/title
it “Memorandum (if you are posting it on a company bulletin board). Write
who is concerned. Ex: all employees, as well as the date
🔸2. The
Heading observes the following basic format
Ex: for a memo sent by email
FROM: (Your name and job title/function)
TO: (Main recipients name and job title/function)
Cc: (All others on copy)
DATE: (Day, month and year. Ex: 1 March 2022)
SUBJECT: (Memorandum on insert the (“Topic/matter of
the memo”)
🔸3. The
opening and body of the memo
Get straight to the point. Ex: the company has recently
updated its health and security policy.
The following is a list of the amendments/changes:
1. XXXX
2. XXXX
3. XXXX
4. XXXX
🔸4. If
there is a particular action to be taken by the recipients, a paragraph
such as the following can be inserted:
Guidelines to be respected:
1. XXXX
2. XXXX
3. XXXX
4. XXXX
🔸5. Examples
to conclude your memo
Should you need any more information or
clarification, please contact Michelle XXX, Health and Safety Director
We hope that these new policy changes will benefit all
our employees
🔸TIPS
a/ No need to write opening greetings such as Dear
all
b/ Do you add a signature to the memo?
No, it is not necessary
c/ If you are sending a memo via email, relevant
information related to the subject matter can be sent as attachments
d/ Make a first draft and proofread before sending
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