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For most organizations, a memo is synonymous with an email. A business memo is a short document used to transmit information within an organization.
Writing a Professional Memo
Keep the following tips in mind when constructing professional memos or emails:
Email addresses: When sending an email, include the name(s) of those you are sending to on the “To” line. If you want to include others simply to make them aware that you have sent the email, include them on the “Cc” line.
Subject Line: The subject line should be short and meaningful. Depending on the purpose of the email, the subject line may simply be a summary of the contents of the email (Sales Meeting Minutes from 11/15) or perhaps a request for action (Weekly Sales Meeting Agenda Items Needed).
Greeting: The greeting addresses the message to the person or group you are sending it to. Formal business emails use “Dear” in the greeting (Dear Mr. Brown,). Typically, however, you will simply use the person’s first name (Hi John, or simply John,) or some sort of identifying name for the group (Dear Sales Team, or Greetings Sales Team!).
Body: Short email messages or memos may include just a few sentences. Longer messages should be organized in this general manner.
State specifically what you want.
Provide a short explanation. A bulleted list may be used here to make the information easier to read quickly.
Indicate the response or action needed from those receiving the email as well as a due date.
Express appreciation in advance for the response or action and perhaps include a comment on the importance or benefit of providing the response or completing the action.
Add your contact information.
Include with a closing (Thanks, or Regards, perhaps). This is optional.
Signature Block: If the email is formal, include a signature block that displays your contact information, including name, title, department, company, email address, and phone numbers. Many times, a specific format for the signature block is provided to you by your organization, and you are required to use it on all emails.
Attachments: If you include attachments with the email, mention the attachments within the body of the email to make sure the recipient is aware of the attachment(s).