BBS Second Year English: Business Communication.
How to write a memo? With a sample memo.
What is Memo?
- Short Message
- Written by an Organisation or Institutions
- Purpose is to communicate to the stake holders to give certain message, announcement or notice
- Written document
- used for internal communication
- communicates business policies
Purpose of Writing a Memo.
- To inform staffs about organisation’s policies
- To inform change in rules and policies
- To inform about organisation’s goals
- To announce certain update
- To inform about task to be completed on a certain time
- To discuss proposals
- To inform about meeting schedules
How to write an effective memo?
There are three major parts in a memo: Introduction, body and conclusion
- Header Part:
It includes: Recipient, Sender, date and Subject.
2. Introduction Part:,
We have to write main issue or topic of the memo. It is related with the purpose of writing a memo.
3. Body of Memo: Paragraphs
You have to explain your topic of the memo. It should be easy to read and short. Use bullets or subheadings to make it readable.
4. Conclusion Part:
Write remaining information and summary of your memo.
5. Ending or Closing Part:
Write your name, email id or phone number
6. Attachments Info:
If you have attached any necessary documents like cv, graph, charts, etc., mention about it at last.
Sample of Writing an Effective Memo:
To: All Staff
From: Rabindra Thakur (Manager)
Date: July 5th, 2022
Subject: Focus On Your Task
It is known to all that our company is facing continuous loss. I have notice that many staff in our organisation are not concerned about it. They are busy in their mobile phones. Some staff play mobiles games on their phones. This memo is a reminder to focus on your task.
To uplift our company, we have to work hard and each member should complete his/her task within the time frame. Otherwise, our company will take crucial action against them. We may fire him/her for neglecting their task. You shouldn’t forget that work is worship.
Today onwards, you will be given daily tasks to be completed. You can’t go home without finishing it. You should report me directly after finishing it. I hope it will help to achieve our company’s goals. We may recover from the loss.
Summing up, I want to inform you again that you should focus on your tasks not on your mobile phones.