Size doesn't matter. The memo is the same way. Isn't it strange how such a big problem can come from such a short document? Memos are an office document that is often overlooked. We think something is less important if there aren't many words on it. We're so wrong. Memos are just as important as a business letter signed by Brad Pitt that is ten pages long. A poorly written memo can bother people who just want to get back to work and hurt the person who sent it (who has no idea how he or she managed to come off sounding so careless). Any business person needs to know how to write memos that are clear and to the point. Here are some tips on how to write a strong, easy-to-read memo.
BE SHORT, BUT SWEET
The length of memos is the problem that comes up most often. No matter what the subject is, a memo should never be longer than two pages. If it is longer, it starts to sound like a report and loses its focus. If you're not telling everyone in the department off, there's no reason to be rude or aggressive. Keep it short, be polite, and get to the point as quickly as you can.
DON'T FALL INTO THE TRAP
Not only are phrases like "We're sorry for the trouble" and "Please don't hesitate to contact us" overused, but they also sound a little heartless. When you use such overused phrases, it shows that you don't care enough to say it differently or in a more personal way. Instead, say "We're sorry about this" or "Give me a call." Don't forget that you know these people; act like you do.
GET TO THE POINT RIGHT AWAY
Instead of talking about a problem for a long time and then ending with a vague statement of what you want the reader to do, get to the point in the first sentence. If your readers know what you want from them, they are more likely to keep reading.
FOCUS ON THE PEOPLE
Don't use passive verbs, and don't write sentences with few pronouns. Use "I, you, we, and our" a lot to keep your memo focused on both the reader and yourself. It's much more personal and direct, making the reader feel like you're with them instead of preaching at them.
KEEP IT CONVERSATIONAL
Try to write as you speak, or as close to it as you can. Use contractions, short sentences, and words you know. After you write your memo, try reading it out loud to see if it sounds like you. You'd really say these things, right? If not, change it until you get as close as you can. Don't use long sentences to put yourself further away from the reader.
BE CLEAR ABOUT WHAT YOU WANT
What do you want the reader to do? When do you need it, and how? Make sure to end your memo with a summary of the main points, but also be as clear as possible about what you want; never leave the reader guessing. Say that you need a response by email by 2 p.m. Be as nice as you can; nothing turns off a reader more than being yelled at to respond.
