Those who work in corporate world familiar with
the word memo. Memo is a very important short form of letter, which circulate
within the office premises. Few of us exactly know the format of writing a
standard memo. We write memo but most of our memo does not match with the
standard format.
A Memo
should have the following sections and contents:
1) At above there will be a section of ‘To’ and in this section
receivers name will be there. Like- ‘To: Reza’. For a formal memo, you need to use
the receiver’s full name and the department if you belong to other department. There
is no requirement of using Mr. Mrs...etc.
2) Second section is the ‘From’ Section which will contain the
name of the sender. For formal memo you should write the senders full name and for
informal memo you can write only the sender’s short name. Like- ‘From- Rasel’.
If the sender is in another department then you need to write the department
name as well. In this section there is no need to use Mr. Mrs..etc.
3) Next section is the date section. Write the month as word or as
an abbreviated format. Abbreviated form like ‘Jan’ for the month January.
4) Then write a subject heading in the next step.
5) Now the message section comes. You write the message that you
want to deliver through this memo. Message section contains some sub sections.
Those sections are included within the message. Those are not separate
sections.
Message Sub sections
are:
a) Situation: You should write down the purpose of this memo.
Unless writing the purpose it will not carry strong attention.
b) Problem: This is an optional section. In this section, you
can write down the problem that you are facing or some of you department
members are facing. It may be transportation problem, may be lunch problem, or
may be some other official problem.
c) Action: This part tells about the solution of the existing
problem or requirement. It means how this problem can be solved or requirement
can be fulfilled. This problem may be solved by spending some money or buying
any particular machinery or vehicle etc.
d) Politeness: You should be polite throughout your whole message
writings. You are writing this memo for a particular purpose, and if your
message does not carry politeness then there will be high chance for refusal.
It is very important to end with a polite expression.
6. Final step is the Signature (This is optional)
