How to Write a Winning Office Memo

“Before writing a memo, ask yourself if anyone but you really wants to read what you’re about to write. If so, choose your words delicately because memos have a way of biting back,” says Captain Hoff, author and investor.

With those words of wisdom in mind, below are some tips for writing the perfect office memo.

Determine the purpose of the memo: Before you begin writing, it’s important to know why you are writing the memo and what you want to accomplish. Is the purpose to inform employees of a new policy, to request information, or to provide updates on a project? Clearly identifying the purpose of the memo will help you structure your message and ensure that it is effective.

Use a clear, concise subject line: The subject line of your memo should be brief and to the point. It should clearly communicate the main topic of the memo and make it easy for the reader to understand what the memo is about.

Use a professional tone: An office memo is a formal document, so it is important to use a professional tone. Avoid using casual language or slang, and be sure to proofread for spelling and grammar errors.

Use a clear, logical structure: The structure of your memo should be clear and logical. Begin with an introduction that explains the purpose of the memo and provides any necessary background information. Next, present the main points of the memo in a clear and organized manner. Finally, conclude with a summary of the main points and any action items or next steps.

Use bullet points or headings: To make your memo easier to read and understand, consider using bullet points or headings to highlight key points. This will help the reader quickly scan the memo and understand the main points.

Use active voice: When writing the memo, use active voice rather than passive voice. This will make the memo more engaging and easier to understand.

Keep it brief: An office memo should be brief and to the point. Avoid using unnecessary words or providing too much detail. Focus on the main points and be sure to get to the point quickly.

Here is an example:

To: All Employees
From: [Your Name]
Subject: New Office Hours

Hello everyone,

I wanted to let you all know that starting next week, our office hours will be changing. Going forward, the office will be open from 9:00 am to 5:00 pm Monday through Friday.

We understand that this may cause some inconvenience for some of you, but we hope that the earlier opening time will allow us to better serve our clients. If you have any questions or concerns about these new hours, please don’t hesitate to reach out to me.

Thank you for your understanding.

Best,
[Your Name]