Memos are certainly the essential way of communicating with your employees and company. Memo examples are hence crucial to understand entirely as to what is the perfect way to write a memo. In a company or any organization, it is vital that whatever you convey must be in a good reach of all the people. Moreover, they must also understand all things and aspects that are in conveyance.
The memo, like the other textual genres, has a specific discursive purpose and consists of distinctive features. One of them is in representation by objectivity, that is, a speech marked by a brief, precise, and direct language, since it is part of communication conveyed in the commercial environment.
Conceptually, the memorandum constitutes an eminently internal communication established between the administrative units of the same organ, of equal or different hierarchical levels.
It represents a document whose main characteristic is agility – given the exemption from any bureaucratic procedures that may hinder the processing of said communication. Thus, to avoid an increase in the number of interactions made, the dispatches to the memo must be given in the document present itself. In case of a lack of space, the continuation sheet can also be there.
Therefore, in this blog, you will get aware of some of the important when it comes to the best and practical techniques for writing the memo.
Structuring a Memo
The characteristics peculiar to the memorandum make it one of the so-called official wording, given its character portrayed by impersonality. Through these postulates, we refer to the idea of a clear, objective, and precise discourse, as well as structured in a language governed by the formal standard and in a format that translates uniformity, that is, pre-established, standardized.
In addition to these characteristics, it should be in the complete notice that the memorandum is also shown for its agility, exempting itself from any bureaucratic procedures that make this purpose unfeasible. The memo tends to allow contact between the administrative units of the same organ and can be found, hierarchically, at different or similar levels by figuring as eminently internal communication.
Concerning the discursive purpose, it can refer to purely administrative issues, as well as it can be in use to expose projects, ideas, and guidelines to be adopted by a particular sector of the public service, for example. Agility, a striking feature, allows orders to be delivered in the document itself, thus avoiding the accumulation of documentation now in process.
Now, you will get to understand some of the most amazing and effective techniques for writing the memo.
Ten Effective Techniques for Writing Memo
Excellent communication is crucial. When you write a memo, you are, whether you like it or not, exposing yourself and especially your sector, to avoid possible communication errors, we list some crucial tips.
- Know what you want to communicate and be focused
First of all, you need to know what message you want to get across and get to the point. Avoid going around, giving too much praise, or writing a memo that addresses more than two subjects. If there are several issues to be addressed, it is preferable to send several notices.
- Be clear
When not written correctly, it makes it difficult to resolve the memo. So read, reread and, if applicable, ask someone to read the notice before sending it – sometimes on the run, we write the way we are thinking, but not in a way clear enough for someone else to understand.
- Make the “Subject” line useful.
A right subject provides a good summary of the memo’s content, preparing the reader quickly.
- Pay attention to the recipients
One of the worst situations is when you send or forward the memo to the wrong sectors. Check the list of recipients more than once to avoid this type of embarrassment.
- Warn about attachments
When the memo refers to a specific document or file or that contains a cover page, no matter how obvious this is to you, to the recipient, it may not be. So, don’t forget to quote something like “as shown in the annex.” It is as not to leave anyone without understanding and not hinder the subsequent solution of the memo.
- Removal of Objections
Used a lot by politicians, this technique consists in anticipating the possible objections of the recipient and providing, for each one, a convincing counter-argument. What are the advantages? We will appear less “dogmatic” in the reader’s eyes and show mastery over the subject we are talking about the memo.
- Use of Social Proof
This technique relates to the social influence that some people can exert on others. The use of testimonials or the use of authoritative sources is the most classic example.
- Presence of Consistency
Being inconsistent is synonymous with fragility and insecurity. Our texts must be in support of concrete evidence and leverage socially accepted beliefs that are difficult to question.
- Being To the Point
One of the essential factors is to stay on point and not beating around the bush.
- Message of Appreciation
It is always essential to keep the tone of your article a bit professional and motivational. If you are doing so, you will be making a good impact on your people.
The memo, like the other textual genres, has a specific discursive purpose and consists of distinctive features. Hence, these tips and suggestions will make it excellent and professional.