Business memos are written to an entire office. When writing business memos make sure to clearly mark for whom the memo is intended, the reason for writing the memo and who is writing the memo. Memos tend to inform colleagues of office and procedural changes that apply to a large group of people. They often provide instructions using the imperative voice. Here is an example memo with follow-up important points to use when writing business memos in English.
To: Northwest Area Sales Staff
RE: New Monthly Reporting System
Wed like to quickly go over some of the changes in the new monthly sales reporting system that we discussed at Mondays special meeting. First of all, we'd once again like to stress that this new system will save you a lot of time when reporting future sales. We understand that you have concerns about the amount of time that will be initially required for inputting your client data. Despite this initial effort, we are confident that you will all soon enjoy the benefits of this new system.
Here is a look at the procedure you will need to follow to complete your area's client list:
- Log on to the company web site at http://www.picklesandmore.com
- Enter your user ID and password. These will be issued next week.
- Once you have logged on, click on "New Client".
- Enter the appropriate client information.
- Repeat steps 3 and 4 until you have entered all of your clients.
- Once this information has been entered, select "Place Order".
- Choose the client from the drop down list "Clients".
- Choose the products from the drop down list "Products".
- Choose the shipping specifications from the drop down list "Shipping".
- Click on the "Process Order" button.
As you can see, once you have entered the appropriate client information, processing orders will require NO paperwork on your part.
Thank you all for your help in putting this new system into place.
Important Points to Remember
- Use the following structure to begin a memo:
From: (person or group sending the memo)
To: (person or group to whom the memo is addressed)
RE: (the subject of the memo, this should be in bold)
- The term "memorandum" can be used instead of "memo".
- A memo is generally is not as formal as a written letter. However, it is certainly not as informal as a personal letter.
- The tone of a memo is generally friendly as it is a communication between colleagues.
- Keep the memo concise and to the point.
- If necessary, introduce the reason for the memo with a short paragraph.
- Use bullet points to explain the most important steps in a process.
- Use a short thank you to finish the memo. This need not be as formal as in a written letter.