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Business Memorandums



Writing effective internal company memorandums frequently distinguishes formiddable managers inside a company. Senior executives tend to take notice of lower level managers who precisely communicate issues to decision-makers in written form. Top managers value and thus recognize effective writers. Take heed in the fact that senior executives struggling with time management skills need to immediately grasp the punch line.

The key to effective internal memos is to communicate in a clear and concise manner. The cardinal rule of professional memo composition is that crucial information must appear on the first page. Word processers provide a plethora of templates for memo layout for time-pressed composers. Keep in mind that multiple-paged memos should be stapled instead of utilizing paper clips or other folding techniques: stapling ensures that pages stay together in addition to facilitating stacking reports.

Memos designed to communicate project or investigation findings typically render the following layout:


MEMORANDUM


Date:
Subject: (or Re:)
To:
From:

Introduction/ Background

In this section, orient readers about the purpose of your writing, refreshing his or her memory. Inform the reader about specific background knowledge or information regarding the current project: who, what, when, where, why. Utilize an unemotional and objective tone while avoiding presenting conclusions or key points, which should be placed in the following section.


Key Points/ Recommendations/ Highlights/ Summary
  • Major Strengths or Weaknesses to Highlight
  • Opportunities for Improvement
  • Recommendations for Action
Analysis/ Data/ Method/ Assumptions
  • Pertinent Data
  • Analytical Methodology
  • Key Assumptions
Specific Analysis/ Findings/ Details/ Results
  • Specific Information (clearly linked to key points)
  • Tables and Charts: (Table 2: Cost Data; Figure III: Sales Projections)
  • Attached or Enclosed Raw Data
Limitations
  • Incomplete or Suspect Data
  • Material, Spatial, and Temporal Restraints
  • Macro or Microcultural Restraints