memorandum writing style

memorandum writing style

Effective Memorandum Writing Style: A Comprehensive Guide

1. Introduction to Memorandum Writing

A good memorandum depends not only on professional techniques, like problem solving, critical thinking, or time management, but also on skillful writing. The challenge is to put both to work for an effective document. Because professionals usually must produce documents under time and resource constraints, being able to write a well-structured and effective memorandum is important to get the job done in the short run. The structure of management or business documents is not mysterious. It is an agreed practice which itself influences structured thinking. For good or for bad, structured thinking can enforce what you want to find or help to avoid lapses in logical argument. But which document structure can organically keep track of your thinking? In the long run, good writing can enhance the discipline that their professional work requires. Good writing is adroit; some writers can be extraordinarily effective at crafting documents. In fact, a memorandum should be interesting, engaging, easy, and fast to read. It should get the memo across the citadel. Although a modern-day ability, fast reading is not less important than fast writing. This is a must.

The ability to write a brief, focused, and pertinent memorandum is indispensable to the practice of any manager or analyst. Yet the quality of an individual memorandum can vary significantly. For some, this inconsistency may not arise. They appear to write good memorandums on their own, without apparent effort, on virtually every assignment. But for most, the quality of an individual memorandum does relate directly to the background of the topic, its familiarity, writing hours, and general timetable. While the simplifying assessment of others’ judgments, ranging from a good memorandum because it is well written to its direct language and effective analysis, cannot easily be converted into a set of simple rules for writing good memorandums. There are, however, a number of relatively straightforward principles which, if carefully observed, can result in significantly better memorandums.

2. Key Components of a Memorandum

Every memorandum should include certain key components. It should begin with a TO: heading that lists the recipient(s) of the memorandum. Underneath, there should be a heading designated MEMORANDUM or MEMO. The name of the entity or person who is writing the memorandum is placed directly underneath the MEMORANDUM heading. A FROM: heading is placed underneath the name of the entity or individual who is writing the memorandum. The DATE: heading is then added to the left of the paper underneath the FROM: heading. The name of the entity or person who is the subject of the memorandum is listed on the right. Following the date, there should be a RE: heading. The RE: heading should include the specific subject matter the recipient(s) may consider. There should not be lengthy paragraphs or details about what is discussed in the memorandum. Instead, short paragraphs are utilized to group like ideas that address the subject matter. As the author begins to pull thoughts together, the subject categories are fleshed out and an opinion is formed. Each heading is divided into sections that provide discussion and briefing information.

A memorandum is an internal letter used for written communication in a profession. To reflect the type of communication it represents, the proper memorandum format is formal. Most law firms have a preferred memorandum style. The most effective writing style is usually within those guidelines. Because attorneys who receive memorandums are accustomed to that format, presenting a memorandum in any other manner attracts undue attention. A memorandum can be simply drafted or incredibly ornate, but the main goal should be to create a memorandum that is easy to read and understand. A memorandum begins with a brief identification and explanation of the problem. The author uses text and subheadings to explain the topic. Each memorandum will have its own natural division of sections and content. The memorandum format requirements must always be met.

3. Writing Style and Tone in Memoranda

A memorandum tailored to its reader must be clear in tone. The tone of a memorandum can be formal, personal, objective, or subjective, but it must always be respectful. An air of discovery is a common feature in expository writing; however, factual, impersonal style is most often used in business writing. A memorandum writer customarily adopts this dispassionate tone. He objectively reports a business problem, provides objective information, and proposes a solution by emphasizing controlled processes, logical procedures, and factual bases. As the memorandum writer narrates a series of business decisions, carefully couches problems previously solved, and proposes policies or procedures for future action, the persuasive tone normally ends up being the most effective.

The principle of effective business style is, in large measure, an organizing principle that helps to provide the unity needed in a memorandum. All business writing, including memoranda, should contain standard features: clarity, conciseness, and coherence. A memorandum should be a clear document because its stated purpose is to assist the reader to do something; it contains problems stated as sharply, quantified as precisely, and solved as fully as possible. Facts, identities, and locations of events are stated clearly. Long, involved sentences and paragraphs are broken down into shorter sentences and paragraphs, and, if necessary, transitions, headings, and subheadings are used.

4. Structuring and Formatting Memoranda

The right formatting of a memorandum adds white spaces for a professional presentation that is both structured and easy to seamlessly review the report. The normal rule of thumb for most professional communication is keeping paragraphs from eight to ten lines or even less, longer used in rare situations. The usual font for other portions is “Times New Roman,” “Arial,” “Courier,” or “Georgia,” sometimes bolded and/or slightly indented. This conveys an organized, but not overly detailed memorandum paper that states the point quickly. Become familiar with your audience, as in several chapters and higher-level throughout the assigned chapters of classes inside the curriculum, reports, papers, and group projects are verbally and repeatedly assigned.

Memoranda are superior for presenting precise and necessary information, but not excessively long numbers. The best writing will not be too long, as a suggestion supporting more cost-efficient alternatives for the recommendations is provided. Effective memoranda are persuasive and usually do not reaffirm adherence to code, detailed evidence, other policies, and standards, unless the document identifies such directive’s variances and requires extraordinary conditions. Excessive justification is seldom a virtue. If the memorandum addresses many issues, you may use headings to facilitate reading, while still generating a concise memorandum. Headers must have the first letter of all significant words in initial title capitalization, standard-sized to standard permitted.

Remember that the style and length of a memorandum can be as varied as any other written work. Nonetheless, a typical format for a well-prepared memorandum is to be informative, but avoid being verbose. Efficient writing deletes meaningless details, elucidates core data, and facilitates quick reading. Normally, a memorandum is not the forum for a compendium of witness, supporting argument, and conclusion.

5. Best Practices and Tips for Effective Memorandum Writing

Always begin by examining the item to determine if numerous reasons exist for the undertaking. Always define the specific structure that will be employed because companies use different formats to produce a memorandum. Modifications of the form are usually made so that they may better fit the specific needs at a given organization. Provide all the necessary pieces of information in the memorandum including directness, punctuation, grammar, information, and when it should be sent. Always analyze the piece of information and then decide on the structure that will be used. After deciding on the structure, thesis writer should present all necessary information available. Always develop a specific memorandum that is directed at the right population. Understand the relationships that exist between various positions within an organization and employ positive informal language. Always begin by analyzing the purpose and then develop the memorandum. Always incorporate neutral specific language into the document. After understanding everything, begin the process of structuring the document whereby the heading can also be developed either utilizing a template or devised specifically for one’s needs. Develop the desired document and then apply the proper and developed ideas. Use a direct angle to handle the document and always send it out to the relevant parties at an appropriate time.

A specific form adapted in different organizations should be used when writing a memorandum. To craft a clear and effectual memorandum, companies employ varied formats when communicating pertinent information. The most crucial aspect about the drafting involving the handling ability to impose logical order can be written in a few stages. A number of distinct styles are employed when creating memorandums in an organization, all of which are adapted to specific requirements. Planning is the initial stage when composing a memorandum. Because memorandums may be written for different reasons, it is important, when beginning to write the memorandum, to know the specific reason why the document is necessary.