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Writing Business Memos

Source: writingcenter.gmu.edu
Topic: Business Writing

Sort Desciption: Since it is a business document it is important that the writing be up-front and concise. A good ... Brief guide to business writing. Retrieved July 2006 ...

Content Inside: This handout is also available online at the George Mason University Writing Center web site: http://writingcenter.gmu.edu Updated 2006 Writing Business Memos A memorandum (memo) is used to make announcements to confirm what transpired during conversations or meetings and to request or exchange information. It can be directed to a few specific people but often addresses a group entire team or department. It is often written in the first person (I or we) and ranges from very informal to extremely formal depending on the writer and the intended recipients. Its topic is narrow and should be apparent immediately. Since it is a business document it is important that the writing be up-front and concise. A good memo summarizes facts analyzes pertinent issues makes a recommendation and supports it. It is easy to get overly technical and use unnecessary words to describe a situation; attention to clarity eliminates any need for the writer to go into lengthy explanations. Remember too that a memo becomes the property of its recipients and is not private. Dont say anything in a memo that you wouldnt say in person. STANDARD MEMO HEADING Though the format for a memo may vary from one organization to another the standard heading consists of a series of clearly labeled lines that convey key information about the memos contents and its distribution. The following are standard elements of a memo header: Date: The date on which the memo is distributed To: The person(s) to whom it is primarily addressed (sometimes with job title) cc: Name(s) of anyone else who receives a copy (sometimes with job title) From: Name of the writer usually followed by his/her handwritten initials (sometimes with job title) Subject: or Re: Concise statement of the memos topic THINGS TO REMEMBER WHEN WRITING MEMOS: Identify your audience before you begin to write. Ask yourself should this be persuasive directive or technical? Be concise and come straight to the point. Maintain a business- ...

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