write business memo

[Company Logo + Letterhead] Memorandum To: From: Subject: 3-10 words Date: (optional) CC: (optional) Briefly introduce the main reason you’re sending a memo Then go into more detail about the subject, give more evidence, provide feedback, confirm information, make an inquiry, update people on proress, or make a call to action, depending on the nature of your memo Close professionally and let recipients know you’re available if they have questions or need more information

Template #2:

Memo: [Memo Title] Date: To: From: Subject: Introduction Introduce the topic Overview Give more background information Timeline Provide a timeline Takeaway Summarize the main points and provide a clear message to come away with

To: Recent hires in the marketing division of Jackpot Brands From: Scott Trainor, Marketing Manager at Jackpot Brands Subject Line: Tax Information for Recent Hires Hello, This memo is being sent out to the ten recent hires in the marketing division of Jackpot Brands and is about their tax information. Before finalizing the onboarding process and making you eligible for receiving paychecks, we need to verify your information. Attached below is a blank W-9 form. The information we need is your full name, address, and social security number. All other paperwork will be completed on your first day. Thank you , and congratulations job offer. Yours Sincerely, Scott Trainer [email protected] (853)-684-4648

To: Kim Taylor, Administrative Associate Manager, Brooklyn Medical Center From: Bethany Reynolds, Human Resources Director Subject Line: Mandatory Sexual Harassment Seminar This message is to inform all administrative managers at Brooklyn Medical Center of an upcoming mandatory meeting. Every year, the Brooklyn Medical Center staff participates in a seminar to learn more about what constitutes sexual harassment and how to handle it in the unfortunate event that it arises. The seminar will cover a variety of topics, such as verbal sexual harassment and the process for reporting. The sexual harassment seminar for administrative personnel will take place on December 14th, 2020, at 1 pm in conference room A. It should run about two hours long with a ten-minute break between lectures. Once again, attendance is mandatory.

Example #3: Progress Updates Memo

To: All ninth-grade teachers in the history department at John Graves High School From: Ryan Boyce, Education Administrator, John Graves High School Subject Line: Progress of ninth-grade history students Hello all, I’m reaching out to all ninth-grade teachers in the history department at John Graves High School to get a progress update on their class’ preparedness for the statewide exams. The statewide history exams are given to ninth-grade students towards the end of every school year to measure their material retention. The student’s scores are reflective of our educational institution’s success. This year, the statewide history exam is scheduled to take place on April 30th, 2021, at 3 pm. As we are now about halfway through the year, your student’s strengths and weaknesses should be apparent. I’m asking for a detailed overview of your ninth-grade class’s progress in this matter. Thank you for providing the update. Please refer any questions to educational administrator Ryan Boyce at [email protected].

Example #4: Confirmation Memo

To: Tom Carson, Associate Salesperson, Deed’s Technology Company From: Anthony Michaels, Regional Sales Manager, Deed’s Technology Company Subject Line: Confirmation of scheduled meeting This email is to confirm a scheduled meeting for Tom Carson, an associate salesperson at Deed’s Technology Company. Your request for a formal meeting to review your performance and the possibility of a promotion with the regional sales manager has been approved. The meeting is scheduled for Monday, December 21st, 2020, at 9:30 am. It will take place at the Deed’s sales headquarters located at 73 Blake Ave, Miami, FL 64828, in room 748. The performance review will take place with your regional supervisor , Anthony Michaels. Please arrive on time and be prepared to discuss the details of your employment. Thank you.

Tips for Writing a Business Memo

Be straightforward. A memo communicates information within a company simply and directly. When you’re writing the body of a memo, be as straightforward as possible. Unlike in a business letter that begins with pleasantries, you want to only include information relevant to the purpose of the memo.

A professional salutation is optional. Since a memo is supposed to be a more targeted divulgence of information, a professional salutation is not needed. When sending out a mass memo to every company member, many people will prefer to skip this step of a formal letter and begin with the introduction.

Closing with a signature can be more effective. Using a signature at the end of a memo is optional. Sometimes, closing a memo without a signature can be more effective because it gives the document a more formal feel, rather than conversational.

Use bullet-points. One technique that helps keep memo length concise is using bullet-points to get information across clearly. While bullet-points typically aren’t used in professional emails, they are fair game in business memos.

Proofread the memo before sending it. As a professional , proofreading any written document should be second nature. Even though a memo is a brief and casual exchange of information, typos and grammar mistakes are still distracting to a reader.

How To Write a Memo FAQ

Why is memo format important?

The format of a memo is directly tied to its effectiveness . The purpose of a business memo is to bring attention to something that concerns everyone in the organization. The format of a memo requires that the communication be brief and to the point.

Without adhering to this formatting, the message of the memo likely becomes confusing.

Do memos have titles?

A title of the memo is at the top of the page and is usually short and to the point. You will want your message to stand out from the other emails and paperwork that your employees are receiving so make sure it catches their eye.

When should a memo be used?

A memo should be used to communicate something of importance to members of an organization or business. Usually, memos are sent out to multiple people to bring mass awareness to a specific reminder, event, or policy update.

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Sky Ariella is a professional freelance writer, originally from New York. She has been featured on websites and online magazines covering topics in career, travel, and lifestyle. She received her BA in psychology from Hunter College.

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How to write a business memo

Last updated on: March 7, 2023

Do you have important news to share with your colleagues, but you’re unsure how to write a business memo?

You’ve come to the right place.

Business memos are a great tool for quickly informing employees of any changes in their team or company. Although emails, messaging apps, and video conferencing have become the new trends of communicating in the workplace, business memos have persevered and remained one of the most effective ways to communicate in the workplace.

In this blog post, we will go over:

What a business memo is,
What a business memo should include, and
How to write a business memo.

We’ll also provide some examples of good business memos.

Let’s start!

Table of Contents

What is a business memo?

A business memo is an internal business document . It is used to quickly share brief information among a company’s employees.

You can think of a business memo as a kind of press release for your company .

Business memos are a less formal method of communication than business letters, but you should still remain professional and polite.

A business memo can be used to inform employees of:

Changes in the workforce, such as someone leaving the company,
Upcoming events, such as meetings, and
Changes in workflow, such as taking a day off.

Moreover, business memos are used to inform employees of already-decided plans.

They are not used to start a debate over an issue or seek approval for decisions, but rather to inform employees on what the changes are and what to do about them.

Here’s what Kathy Bennett , a CEO at Bennett, has to say about business memos:

“ A business memo is the most convenient way to communicate important information to all of the employees in your organization. Memos are supposed to be an effective way to distribute information that is relevant to everyone, and they ensure that everyone is on the same page regarding up-to-date information .”

Now that you know what a business memo is, let’s look at what a memo should include.

What should a business memo include?

The main characteristic of a business memo is to be concise and informative . Therefore, you should make sure to format and write your memo clearly.

Your business memo should also be easy to read. Dividing it into different sections will help with that.

To write a good business memo, make sure you include these elements:

Main point,
Supporting details,
Call to action, and
Closing statement.

Now, let’s look at these elements in more detail.

Element #1: Header

The header is the first element of your memo. It contains the necessary information about the sender , as well as the subject of the memo.

Here’s what a header of a business memo typically looks like:

To : list the recipient’s names and job titles or the name of the department you’re sending the memo to,
From : list your name and job title,
Date : write the date when you’re sending the memo, and
Subject : explain the reason for the memo briefly.

After the header comes the main body of your memo.

Element #2: Main point

Right after the header comes your main point .

There is no need for a greeting of any sort in a business memo, so get straight to the point.

Make sure to explain the main subject in the first one or two sentences of your memo.

For example, if you’re writing a memo about a day off that everyone is having next week, the first sentence should sound something like this:

“ The purpose of this memo is to inform you that next Monday, [include specific date], will be a day off for all staff. ”

This is important because it makes the reader aware of the point right away and makes it easier to understand and act upon if needed.

Here’s what our contributor, Kathy Bennett, has to say about writing memos:

“ List the topic of the memo in the heading and first paragraph. Your staff should know what you’re talking about immediately, as this eliminates the possibility of misinterpreted information or intentions. Employees will read and follow along with memos that are concise and relevant as they’re easier to read and comprehend. ”

This is the most important element of the business memo, so make it clear and informative .

Element #3: Supporting details

After presenting the main point of the memo, you can move on to the details.

In the rest of the paragraph, you should provide details and explanations that support your main point.

Whether it be the reasons you decided to implement a certain change in the workflow or why a certain meeting was canceled, this is the time to explain.

Continuing with the example of a day off, you can go into more detail about it now. Perhaps it’s a public holiday or a mandatory day off for a religious holiday. State the reason behind the decision in this paragraph.

Also, think about what kind of questions your coworkers might have, and answer those in this part of the memo. Once again, you shouldn’t go too much into detail, but make it informative enough so the readers can understand why the changes have been made.

Furthermore, you should inform the reader of the timeline of events:

What changes have already been made,
When the new changes will take place,
What the planned changes for the future are.

After this part of the memo, the reader should be aware of the changes and why they happened.

Element #4: Call to action

Next up is a call to action.

This part is optional, as it’s not always necessary for employees to do something after getting a memo. Sometimes a memo is just to inform them of something.

However, sometimes employees will be expected to take certain steps after reading the memo.

Here’s some advice from the Founder and CEO of Cindy’s LLC Services, Cynthia Davis :

“ My best advice on writing an effective business memo is to include a clear call to action so that people know what to do after reading it. Ending a business memo with a clear call to action is important, because it ensures that the memo is not just a passive transmission of information, but a proactive step toward achieving the desired outcome. Without a call to action, the information within the memo may be left unheeded, or employees may not know what specific steps to take in response. ”

Therefore, make sure to instruct employees on the next steps they need to take. Consider employees of all levels, and instruct them accordingly.

Make sure to clearly state any deadlines or specific rules that need to be followed.

If no action is needed, make sure to include that information as well, to avoid confusion.

Davis adds:

“ By providing a clear directive at the end of the memo, such as asking for feedback , requesting a meeting, or assigning a task, employees know exactly what they need to do next. This helps to streamline communication, foster engagement , and ensure that the memo has a meaningful impact on the organization.”

Therefore, if any action is needed on behalf of the employees, make it clear and instruct your staff on what they need to do.

Element #5: Closing statement

To finish off your business memo, include a closing statement.

Refer back to the main point and reinforce it. This is also the time when you instruct the reader to contact you if they have any questions.

At the very end of your memo, include a footer.

This can just be as simple as a “ thank you ” followed by your name.

You can also add your contact information, such as your email address. This way, employees can reach you if they need clarification on anything related to your business memo.

However, this can be somewhat redundant seeing as we mostly communicate online, so your staff probably already has your email address.

If applicable to your business and industry, you can add a phone number for contact information.

In any case, include a footer to mark the end of your memo — don’t just cut it off.

Example of an effective business memo

To help you better visualize what a business memo is supposed to look like, let’s look at a couple of examples.

For the first example, we have a more informal way of delivering a business memo — through a business messaging app .

Team communication apps are a great way to quickly communicate with your coworkers and share important information . It can be less formal than sending an email, but corporate communication doesn’t always have to be formal.

Here’s how Joan Miller informed her team about a meeting cancelation in Pumble, a business messaging app:

Example of a business memo in Pumble, a team messaging app

If you want a more formal way to communicate, sending out an email with an attached document can be a good option.

Here’s an example of a business memo sent through email in the form of a pdf document:

Example of a business memo sent via email

Business memo templates

A great way to write consistently good business memos is to have a template ready.

You can have a template of a business memo and share it with all of your staff. This way, you can have a universal style and structure of a memo. This will make it easier for the writer of the memo, as well as the reader.

We have designed a business memo template that you can download and use.

🔽 Download our free business memo template here .

You just need to change the relevant information to fit whatever you’re trying to say, but the structure can remain the same. This way, you don’t have to rack your brain every time you need a business memo.

How to write an effective business memo?

Now that you have the necessary information about what a business memo should look like, let’s focus on making it effective.

Always keep in mind that a memo should be:

Clear ,
Direct , and
Easy to read .

Let’s go over some tips on how to write an effective business memo.

Tip #1: Know your audience

Before you start writing your memo, think about who you’re writing to.

A memo to just the colleagues on your team will surely sound different than one written for the whole company. That’s not to say that you shouldn’t be professional when writing to people who you work with more closely — always remain professional . But, a memo for your boss will carry some extra weight, so write accordingly.

Here’s what our contributor Andrew Chen , a CPO at CommentSold, has to add:

“ The purpose of the memo should dictate its tone. Memos are typically used for internal communication , so it’s best to keep the tone friendly, yet professional. Ensure that the memo does not contain any personal bias and remains objective. Also, keep in mind that business memos often relate to company procedures and policies and can have legal standing. ”

Furthermore, pay attention to your language.

If you work in a multicultural environment, make sure to write your memo in a language that everyone understands.

Keep your audience in mind while writing your memo.

Tip #2: State the subject right away

First of all, make sure your subject line in the header is clear and direct.

Don’t go too general, but keep it short.

For example, you’re sending out a memo about a rescheduled meeting. The subject line should say “Today’s meeting rescheduled for tomorrow”, rather than “News about the meeting”.

This way, everyone who gets the memo will understand what it’s about, even without going through it.

The same rules apply to the body of the text.

The most important thing to remember is to state the subject of the memo as soon as possible.

Ideally, you should state the reason for the memo in the first sentence of the body of the memo. If needed, it can go up to two sentences, but not longer than that.

Again, make sure to be specific and direct. State exactly what the reason for the memo is without going into too much detail at this point.

💡 Pumble Pro Tip

Direct communication in the workplace is an important skill to have. To learn more about direct communication and how you can implement it in your workplace, check out our blog post:

Direct communication in the workplace

Tip #3: Be concise and precise

A business memo is, by definition, a short piece of writing.

Therefore, the most important tip to keep in mind while writing is to be as concise as you can.

This shouldn’t obstruct you from delivering the information correctly, but rather make you deliver it directly and without unnecessary details.

Here’s what our contributor Andrew Tsionas , a Co-founder at Kaizenzo, has to say about writing a business memo:

“ Start with a clear goal in mind. What do you want to achieve by writing this memo? What is the purpose of it? If you can answer these questions clearly, you will be able to focus your writing and avoid wasting time on tangents or irrelevant information. ”

Furthermore, a business memo isn’t a place to start conversations about many different topics.

You should address a single issue or inform your employees of one change at a time.

Write separate memos for separate issues and keep your memos short.

Tip #4: Maintain a professional tone

A business memo is an internal document. However, you still need to remain professional and polite when writing one.

Always use appropriate language and keep a positive tone throughout your memo.

Also, avoid using technical jargon if you’re writing to people from a different department — they may not understand it.

Here’s what our contributor Andrew Tsionas also has to say:

“ Keep your tone professional. This isn’t the time for flowery language or fancy prose — stick to plain English that is easy to understand. If your memo requires additional information or clarification, include a brief note at the end of the document asking for feedback or further explanation .”

Even with members of your team, a level of professionalism should always be upheld. Write your memos with this in mind.

Tip #5: Provide a summary, if the memo is long

By now, you should know that memos should be short. However, that isn’t always applicable. Sometimes memos can go on for more than a page.

In that situation, make sure to provide a summary of the most important points.

Here’s what Logan Mallory , a VP of marketing at Motivosity, has to say about writing a summary in a memo:

“When writing a business memo, it’s best to start with a brief summary to provide readers with a clear understanding of the memo’s purpose and main points. By providing a summary upfront, readers can quickly understand the context of the memo and determine whether they need to read it further.”

You can do this by carefully writing your first paragraph as a summary of the whole memo.

Make sure to include:

The main point of memo,
The most important facts behind the decision, and
A basic overview of the rest of the memo.

If you write a good summary paragraph, it will be much easier to know what’s important right away.

Also, a summary paragraph will be useful if anyone needs to look back on the memo in the future.

Mallory adds that:

“ Starting with a summary also helps to focus the memo’s content and ensure that the most important information is highlighted upfront. This can save time and improve the effectiveness of the memo, especially when addressing time-sensitive issues or complex topics. Ultimately, including a summary at the beginning of a business memo can help ensure that the memo is read and understood by its intended audience, leading to better communication and decision-making within the organization .”

If you notice your memo getting too long, and you can’t condense it, use a summary paragraph to make it easier for the reader.

Tip #6: Pay attention to formatting

Be mindful of formatting your business memos the right way.

One of the easiest ways to make your memos more readable is to use bullet points.

Also, pay attention to the font and font size. You should always use standard fonts. Business memos are not a place to experiment with funky fonts.

Additionally, separate the body of your memo into meaningful paragraphs. This will make it easier to read. Make sure the paragraphs are organized and carry one idea at a time.

💡 Pumble pro tip

If you want to learn more about formatting messages at work, and why it’s important, check out our blog post:

Tips for formatting messages at work

Tip #7: Review before sending

After carefully crafting your memo, there’s one more step you should take — reviewing.

Reviewing your writing is important for any kind of written communication. Read your memo carefully to spot any errors or confusing points. Typos, grammatical errors, or run-on sentences can affect the readability of your memo. These types of mistakes also make you seem unprofessional and sloppy.

If it’s an especially important business memo, consider checking with a trusted coworker before sending it out to others.

Always proofread and review your business memos before sending them.

Conclusion: Keep it short and sweet

In conclusion, business memos are a great way to quickly inform coworkers about any changes or important information.

Writing memos is a skill you will need to practice, but if you follow the aforementioned steps and tips, you will be an expert in no time.

A good business memo will save you time and lead to smooth changes in the workplace. So, don’t hold back from using them.

✉️ What about you? Do you use business memos in your company? What are some of the tips and tricks you may have to share with us when it comes to writing business memos? Let us know at [email protected] and we might include your input in this or future posts. If you found this article helpful, share it with someone who would also benefit from it.

Milica Vucicevic is a communication author and researcher at Pumble, focused on team communication in remote work environments. Through her posts, you’ll learn more about professional communication, and tools and techniques for better team communication. As a remote worker herself, she relies on her experience when writing, and implements her findings in her own professional life. When she’s not writing blog posts, you can find her enjoying the great outdoors, replenishing her energy for her next quest for knowledge.

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Request letters are powerful written tools used to express a specific need or desire to someone in a formal or informal setting.

Whether it's a job application, a favor from a friend, or a business meeting request, mastering the art of writing effective request letters can open doors and help you achieve your goals.

At their core, request letters serve as a means of communication to politely and clearly express your intentions and seek assistance or cooperation from the recipient.

They provide a structured format to convey your request, provide context, and justify the need for your appeal. They facilitate effective communication, enable you to make a compelling case for your request, and demonstrate your professionalism and respect for the recipient's time and consideration.

This guide will explore the different types of request letters, provide critical components for writing an impactful letter, and offer valuable tips and examples to enhance your letter-writing skills.

So get ready to discover the power of well-crafted request letters and unlock new possibilities in your personal and professional endeavors. Let's dive in!

What is the meaning of a request letter?
How do I write a letter of request?
How to write a request letter of recommendation?
What is a good letter of request sample?

Request Letter Definition

A request letter is a formal written document that is written to make a specific request or seek assistance from an individual or organization.

It serves as a means of communication to express one's needs, concerns, or desires. There are various types of request letters, including:

Formal Request Letters: These letters are used for professional or formal purposes, such as requesting information, making inquiries, or seeking permission. They are structured and follow a formal tone.

Job Application Request Letter: This type of request letter is used when applying for a job. It highlights the applicant's interest in a specific position and requests consideration for employment. It typically includes qualifications, experiences, and reasons for seeking the job.

Business Meeting Request Letter: A business meeting request letter is written to request a meeting with another individual or organization for professional purposes. It outlines the purpose of the meeting, desired date and time, and agenda points to be discussed.

Recommendation Request Letter: When seeking a recommendation from someone, such as a former employer, colleague, or professor, a recommendation request letter is used. It politely asks the person to provide a reference or recommendation on the writer's behalf, highlighting their qualifications and suitability for a particular opportunity.

Also Read: How to respond to an interview request?

How to Write the Different Types of Request Letters?

Since there are mainly 4 types of request letters, given below is a breakdown of how you can each type of request letter:

How to Write a Formal Request Letter

Start the letter with a formal greeting, using the appropriate title and name of the recipient. For example, "Dear Mr. Smith" or "Dear Dr. Johnson."

Clearly explain the reason for writing the letter. Be specific and avoid vague or ambiguous language.

Offer relevant details or background information that helps the recipient understand the context and importance of the request.

Explicitly state what you are requesting, including any specific details, dates, quantities, or other pertinent information. If applicable, mention any supporting documents that are attached or will be provided separately.

Maintain a professional and courteous tone in your language and choice of words. Use polite phrases and expressions to convey your request.

Conclude the letter by expressing appreciation for the recipient's time and consideration. Provide your contact information, including phone number and email address, so that they can easily reach you for any further information or clarification.

Carefully review the letter for any mistakes in grammar, spelling, or punctuation. Proofreading ensures that the letter is error-free and presents a professional image.

Also Read: How to write a cover letter in 2023?

How to Write a Job Application Request Letter?

Include your contact information at the top of the letter, including your name, address, phone number, and email address.

Address the letter to the hiring manager or the person in charge of recruitment. Use a formal salutation, such as "Dear Mr./Ms. [Last Name]."

Begin the letter by stating the specific position you are applying for and how you learned about the job opening. Mention any mutual connections or referrals, if applicable.

In the body paragraphs, highlight your qualifications and relevant experiences that make you a suitable candidate for the job. Provide specific examples of your skills and achievements that align with the requirements of the position.

Express your enthusiasm and interest in the company and explain why you believe you are a good fit for the organization. Emphasize how your skills and experience can contribute to the company's success.

Conclude the letter by expressing your appreciation for the opportunity to apply and your interest in further discussing your qualifications. Include a polite request for an interview or the next steps in the hiring process.

End the letter with a professional closing, such as "Sincerely" or "Best regards," followed by your full name.

Carefully proofread the letter for any errors in grammar, spelling, or punctuation. Ensure that the tone is professional and the content is concise and well-organized.

Also Read: How to write a compelling job application?

How to Write a Business Meeting Request Letter?

Clearly state the purpose of the meeting request in a brief and concise manner. Be specific about the agenda or topics you wish to discuss during the meeting.

Use a professional and formal tone throughout the letter. Address the recipient respectfully and maintain courteous and polite language.

Provide a brief background or context for the meeting request. Explain why the meeting is necessary, what issues or decisions need to be addressed, and how it aligns with the recipient's interests or responsibilities.

Suggest potential dates, times, and duration for the meeting, but also show flexibility by offering alternative options. This demonstrates your willingness to accommodate the recipient's schedule and increases the likelihood of a positive response.

Include your contact information, such as your email address and phone number, to make it easy for the recipient to respond or coordinate the meeting. Mention that you are open to any further discussions or adjustments as needed.

Also Read: What is the best format for a formal letter?

How to Write a Request Letter of Recommendation?

When writing a request letter for a recommendation, keep the following tips in mind:

Choose the Right Person: Select someone who knows you well and can provide a strong recommendation based on your skills, qualifications, and character. Ideally, choose someone who has direct experience working with you or supervising you.

Provide Relevant Information: Clearly state the purpose of the recommendation letter and provide the necessary information about the opportunity or position you are applying for. Include details such as the name of the organization, position title, and any specific requirements or qualities they are looking for.

Highlight Your Qualities and Achievements: Provide the person writing the recommendation with specific information about your accomplishments, skills, and qualities that are relevant to the opportunity. Share examples of projects you have excelled in or any notable achievements that showcase your abilities.

Offer Supporting Materials: If applicable, provide additional supporting materials such as your resume, transcripts, or a list of projects you have worked on. These materials can give the recommender a comprehensive understanding of your qualifications and enable them to write a more detailed and personalized recommendation.

Be Timely and Grateful: Request the recommendation well in advance, giving the person enough time to write a thoughtful letter. Express your gratitude for their time and willingness to support you. After receiving the recommendation, be sure to follow up with a thank-you note or email to show your appreciation.

Also Read: How to ask for a professional letter of recommendation?

Sample Letter of Request

[Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[Recipient's Name] [Recipient's Position] [Company/Organization Name] [Address] [City, State, ZIP Code]

Dear [Recipient's Name],

I hope this letter finds you well. I am writing to kindly request [state your request] and seek your assistance in this matter.

[Provide a brief introduction explaining your background and the purpose of your request.]

After careful consideration, I have concluded that [explain why you believe the recipient is the right person to help you with your request]. I greatly admire your expertise and [mention any specific experiences or accomplishments of the recipient that have inspired you or demonstrated their competence].

[Clearly and concisely state your specific request]. [Provide any necessary details, such as deadlines, important information, or any supporting documents that may be required].

I understand that you may have numerous commitments and responsibilities, and I genuinely appreciate your time and consideration. Should you require any additional information or have any questions, please do not hesitate to contact me at [your phone number] or [your email address].

Thank you in advance for your attention to this matter. I eagerly await your response and sincerely hope for a positive outcome.

Yours sincerely, [Your Name]

Also Read: What are some of the best and simple cover letter templates that you can use in 2023?

FAQs About Letter of Request

What type of letter is ‘request’?

A request letter is a type of formal communication written to make a specific appeal or seek something from an individual or organization.

How do I write a letter of request for permission?

When writing a letter of request for permission, it is important to be polite, clear, and concise. Start by addressing the recipient respectfully, clearly stating the purpose of the request, providing necessary details and justifications, and conclude with a polite closing expressing gratitude for their consideration.

How to request a recommendation letter?

When requesting a recommendation letter, it is important to approach the person professionally, provide them with relevant information about your achievements and goals, and kindly ask if they would be willing to write a strong and positive recommendation on your behalf.

How to write a letter of request for sponsorship?

When writing a letter of request for sponsorship, clearly explain the purpose of your request, highlight the benefits for the sponsor, and demonstrate your passion and commitment to the cause or event you are seeking sponsorship for.

Visit Hiration’s ChatGPT powered career activator platform with 24x7 chat support to get expert assistance with any of your career-related queries. If you have any questions, you can also reach us at support{@}hiration.com.

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How to Write the Best Company Memos

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Writing effective memos is a useful skill that all business professionals should have. Many companies that use job posting sites like ZipRecruiter look at a candidate's effective writing skills as a big plus. A well-crafted memo can communicate information in a clear and concise manner to co-workers or external parties alike, whether you are a new employee or an experienced manager.

In this article, we will discuss what a company memo is, its importance and the necessary steps you need to follow to write an effective one. We will also provide tips for developing a memo that conveys your message directly and effectively.

What are company memos?

A memorandum or memo is a concise document detailing important news or information that can be used to communicate an internal message, that is, to employees within a company. Company memos can also be used to communicate information to external parties, especially to long-time clients, freelancers or independent contract workers.

Typically, memos follow a particular format that emphasizes brevity and clarity. Compared to other forms of correspondence, memos may seem abrupt or cold, because they generally don't include a greeting or farewell and, if they do, those sections are kept brief and to the point.This lack of personal warmth reflects a memo’s purpose: they are not letters or conventional e-mails but more like news alerts.

For example, if your company has updated key business policies, a memo would be an appropriate format for sharing this information. Because of their direct nature, people are less likely to ignore or misunderstand a memo than an unclear email.

Memos begin by clearly identifying four things:

The recipient
The memo's purpose

The body of a memo often uses an inverted pyramid style of writing similar to what many journalists favor. This writing style places the most important information at the top of the message, with less vital details lower down.

Even within this definition of what a memo is, you may still encounter variations on it. For example, department memos may inform staff about important news around the office, such as the status of a broken printer or details about an upcoming company party. But a company-wide memo shares information that impacts the entire company, such as changes in leadership or ownership.

Why are company memos important?

Company memos provide a way to communicate critical information to all employees in an efficient manner. Memos inform company employees of changes, updates and deadlines related to their jobs, as well as providing specific instructions that need to be followed.

Memos also help to keep everyone on the same page. Employees can be informed of overall company goals, expectations, targets and campaigns. For example, people in leadership and management positions can use memos to provide feedback and guidance to whole departments.

Steps for writing an effective company memo

When writing a memo, you should bear in mind that your company's memo format might differ from other companies’ formats. Don't blindly copy memo examples that come from other institutions because the purpose and structure of the document might not be adequate for your company. Also make sure that your memo follows internal guidelines such as printing it on company letterhead.

Here are some other tips you can follow:

Use the subject line to convey your main message

The most common way to start a memo involves using a subject line that conveys your primary message succinctly but with all the necessary details. For example, if you're organizing your company's holiday party, you shouldn't start your memo with a subject line that reads, "Upcoming holiday party." Instead, you would be better off writing, "Come celebrate our company-wide holiday party at 6 pm this Friday in the staff room".

The first subject line only gives the barest amount of information. Meanwhile, the second subject line includes specific details like the time, date and location of the event.

Include a header section

A header goes at the very top of your memo. It informs your reader about crucial information relating to the memo and should include the following four pieces of information:

TO: This section will let the recipient know who the memo is intended for. It should include the names of everyone addressed. If you send the memo to a group of people, such as a department, you can simply put the department name in this field.
FROM: Write your name here, and job title if necessary.
DATE: Include the month, day and year of the current date.
SUBJECT: Write a brief, one-sentence summary of the memo's contents.

Include a greeting, but don't go overboard

You should always include a short, polite greeting at the very beginning of your memo. This could be something as simple as, "Hey, team. I hope this finds you all well." Aim for a tone somewhere between formal and conversational but be sure to refrain from excessive niceties. Even if you include a short greeting, you should then dive directly into the matter at hand and not tiptoe around the information.

Focus on the main point in the introduction

Memos are meant to convey a single piece of important information. Just as you would place your thesis statement at the beginning of a college essay, so should you place your main idea in the memo's introduction. Often referred to as the executive summary, this introductory statement should eschew greetings and fluff and focus on making your primary point.

Go into detail in the body of the memo

Now that you have expressed the memo's main point, you can use the rest of the copy to elaborate. This section typically spans one to two paragraphs and should include the information that is strictly necessary.

To go back to our earlier example about the holiday party, this section might include relevant details such as menu options, the guest policy and when the event will end.

Provide action items if needed

Action items describe any next steps the recipient should take. For example, a memo about scheduled elevator maintenance may end by requesting that staff members use the service elevator or take the stairs.

However, if your memo is primarily informational in nature, then you might end with a generic action item like "We hope you'll take this information under consideration" or "Please reach out if you have any questions or concerns."

Sum up with a closing statement

Finish your memo with a closing statement, a one- or two-sentence section that effectively summarizes the main point of your memo, perhaps repeating or rephrasing your subject line.

Do not introduce any new information in this section. Psychological research shows that people remember an event's beginning and end better than the middle portion. By placing your most important information at both the beginning and end of your memo, you're working to ensure that your audience walks away with the information they need.

Additional tips

Follow these tips to help you craft the perfect memo.

Be concise, don't beat around the bush

A well-written memo should be straightforward and concise. Memos should only contain the information you need to share and avoid details that don't directly relate to the matter. Relevant but bulky information can be attached to the memo as a Word or Excel file.

Keep the tone positive

An upbeat tone in your memo can make it more accessible and agreeable for your employees to read and understand. An overly negative tone can distract from the content of your message, ultimately working against you. This doesn't mean you have to pad your memo with unnecessary fluff but you can keep it positive and practical at the same time.

When writing, the words you use and the order in which you use them can subtly make something sound positive or negative. For instance, if a project's deadline has been moved up, making it so you can't take a vacation during that time, you might say, "Please note that you will not be able to schedule any vacation time during this period." Even though it’s polite, it carries a negative tone. A more positive way to phrase this would be, "Please note that all vacation requests must be made after the project deadline."

Ensure you proofread

In a business context, it’s important to make sure the memo is free from typos, spelling and grammar mistakes. An error-riddled memo reflects poorly on you and will also detract from the memo's message.

Before you send out a memo, set it aside for a moment. Review it later with fresh eyes to catch anything you might have missed. You should also run it through a spellcheck and consider asking a colleague to glance at the memo before you send it out.

Use a business memo template if needed

If your company does not have a standardized memo format, consider using a free business memo template. You can find many high-quality examples by searching online or on your word processing program of choice.

Summary of How to Write the Best Company Memos

Writing a solid memo doesn't have to be hard and, when mastered, can be the deciding factor when a company is choosing among candidates that have answered their job posting .

The most important thing to remember when writing a memo is that your message should be clear and precise. Maintain a positive tone, but don't pad your message with fluff. By following these steps and keeping our tips in mind, you will master the art of memo writing.

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Memo design and layout templates

Take note: memos don't have to be boring. they don't have to be difficult to format, either. whether you're announcing a new client or reimagined product at work or you're communicating something else entirely but want to give it that professional edge, you'll find a customizable template for your memo needs..

Make your memos stand out with customizable templates

The most important part of a memo is what it says. That doesn't mean that you shouldn't bother making your memos eye catching. Whether you print your memos or send them digitally, finding a way to make them striking can help ensure they get read upon receipt. Explore designer-created memo templates to find a customizable design with which to start. Sharing a memorandum with your business ? Consider starting with a memo template that shares a theme with your business. Upcoming holiday? Why not use a holiday-themed template ? You could draft your memo on a design that matches the content of your announcement . Whatever you need to share in your memo, you'll find the perfect template to match.

How To Write A Business Memo + PDF Template

A memo is a business document that communicates information internally in an organization. This article guides you through how to write a memo, the correct format, and how to close.

What is an internal memo?

The term "internal memo" is actually redundant since a memo (or memorandum) is always an internal document.

Memo format example

Memos are often written on company letterhead. to start your memo drop down 1.5 inches from top of letterhead and add the "To" field. Author note: a business memo should not exceed two pages.

To: Name of Person and Title in Organization From: Your Name Date: Month, Day, Year Subject: Be very specific (NOTE: There is no salutation greeting in a memo, as there is in a letter or email.) I propose that we purchase or lease a van to serve as a mobile bookstore. We could use this van to generate sales in the outlying towns and villages throughout the state where our retail stores are not penetrating . ( Direct and brief introduction which sums up the point of the memo succinctly.) Rationale for Van (informative heading.) We have been aware for some time that many small towns around the state do not have adequate bookstore facilities, but the economics of the situation are such that we would not be able to open a comprehensive branch and operate it profitably. However, we could afford to stock a van with books and operate it for a few days at a time in various small towns throughout the state. As you are probably aware, the laws of this state would permit us to acquire a statewide business license fairly easily and inexpensively. ( Provides brief, but full, background and feasibility information to the reader.) With the proper advance advertising, we should be able to generate much interest in this initiative. It seems to me that this idea has much merit because of the flexibility it offers us. For example, we could tailor the length of our stay to the size of the town and the amount of business generated. Also, we could customize our inventory to the needs and interests of the particular locales. (Additional persuasive information.) Actions Request The driver of the van would act as the salesperson, and we would, of course, have copies of our complete catalog so that mail orders could be taken as well. Please let me know your thoughts about this proposal. If you wish, I can explore the matter further and generate cost and sales estimates. (Clear closing that asks for specific action.)

Memo format PDF example

The Purdue University Online Writing Lab shares this downloadable PDF example . It provides another strong example of proper formatting.

Notice the format:

All text is justified to the left side of the page. None of the first paragraphs are indented. Business documents use justified left format, while academic format indents the first paragraph.
Text is single spaced between lines.
There is double spacing between paragraphs

How to end a memo

Notice that there is no closing signature in a memo, as there would be in a business email or business letter.

The best ending for a memo is a clear closing action, stated in the last paragraph. And, be very clear about what you want your reader to know or do after reading the memo, which makes it easy for your reader to respond.

Memo vs. letter vs. email

A memo is a business document that communicates information internally in an organization.

A business letter communicates information outside of an organization.

Email is used both inside and outside an organization.

Improve your writing for all business documents by taking one of our professional writing courses . Each course includes individual feedback on assignments from an instructor.

Since vs. because [are they interchangeable], improve business writing skills by measuring what matters, how to improve business writing skills, get notified of new articles.

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Purdue Online Writing Lab Purdue OWL® College of Liberal Arts

Writing the Basic Business Letter

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Copyright ©1995-2018 by The Writing Lab & The OWL at Purdue and Purdue University. All rights reserved. This material may not be published, reproduced, broadcast, rewritten, or redistributed without permission. Use of this site constitutes acceptance of our terms and conditions of fair use.

Media File: Writing the Basic Business Letter

This resource is enhanced by an Acrobat PDF file. Download the free Acrobat Reader

Parts of a Business Letter

This resource is organized in the order in which you should write a business letter, starting with the sender's address if the letter is not written on letterhead.

Sender's Address

The sender's address usually is included in letterhead. If you are not using letterhead, include the sender's address at the top of the letter one line above the date. Do not write the sender's name or title, as it is included in the letter's closing. Include only the street address, city, and zip code.

The date line is used to indicate the date the letter was written. However, if your letter is completed over a number of days, use the date it was finished in the date line. When writing to companies within the United States, use the American date format. (The United States-based convention for formatting a date places the month before the day. For example: June 11, 2001. ) Write out the month, day and year two inches from the top of the page. Depending which format you are using for your letter, either left justify the date or tab to the center point and type the date. In the latter case, include the sender's address in letterhead, rather than left-justified.

Inside Address

The inside address is the recipient's address. It is always best to write to a specific individual at the firm to which you are writing. If you do not have the person's name, do some research by calling the company or speaking with employees from the company. Include a personal title such as Ms., Mrs., Mr., or Dr. Follow a woman's preference in being addressed as Miss, Mrs., or Ms. If you are unsure of a woman's preference in being addressed, use Ms. If there is a possibility that the person to whom you are writing is a Dr. or has some other title, use that title. Usually, people will not mind being addressed by a higher title than they actually possess. To write the address, use the U.S. Post Office Format. For international addresses, type the name of the country in all-capital letters on the last line. The inside address begins one line below the date. It should be left justified, no matter which format you are using.

Use the same name as the inside address, including the personal title. If you know the person and typically address them by their first name, it is acceptable to use only the first name in the salutation (for example: Dear Lucy:). In all other cases, however, use the personal title and last/family name followed by a colon. Leave one line blank after the salutation.

If you don't know a reader's gender, use a nonsexist salutation, such as their job title followed by the receiver's name. It is also acceptable to use the full name in a salutation if you cannot determine gender. For example, you might write Dear Chris Harmon: if you were unsure of Chris's gender.

For block and modified block formats, single space and left justify each paragraph within the body of the letter. Leave a blank line between each paragraph. When writing a business letter, be careful to remember that conciseness is very important. In the first paragraph, consider a friendly opening and then a statement of the main point. The next paragraph should begin justifying the importance of the main point. In the next few paragraphs, continue justification with background information and supporting details. The closing paragraph should restate the purpose of the letter and, in some cases, request some type of action.

The closing begins at the same vertical point as your date and one line after the last body paragraph. Capitalize the first word only (for example: Thank you) and leave four lines between the closing and the sender's name for a signature. If a colon follows the salutation, a comma should follow the closing; otherwise, there is no punctuation after the closing.

If you have enclosed any documents along with the letter, such as a resume, you indicate this simply by typing Enclosures below the closing. As an option, you may list the name of each document you are including in the envelope. For instance, if you have included many documents and need to ensure that the recipient is aware of each document, it may be a good idea to list the names.

Typist initials

Typist initials are used to indicate the person who typed the letter. If you typed the letter yourself, omit the typist initials.

A Note About Format and Font

Block Format

When writing business letters, you must pay special attention to the format and font used. The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs.

Modified Block

Another widely utilized format is known as modified block format. In this type, the body of the letter and the sender's and recipient's addresses are left justified and single-spaced. However, for the date and closing, tab to the center point and begin to type.

The final, and least used, style is semi-block. It is much like the modified block style except that each paragraph is indented instead of left justified.

Keep in mind that different organizations have different format requirements for their professional communication. While the examples provided by the OWL contain common elements for the basic business letter (genre expectations), the format of your business letter may need to be flexible to reflect variables like letterheads and templates. Our examples are merely guides.

If your computer is equipped with Microsoft Office 2000, the Letter Wizard can be used to take much of the guesswork out of formatting business letters. To access the Letter Wizard, click on the Tools menu and then choose Letter Wizard. The Wizard will present the three styles mentioned here and input the date, sender address and recipient address into the selected format. Letter Wizard should only be used if you have a basic understanding of how to write a business letter. Its templates are not applicable in every setting. Therefore, you should consult a business writing handbook if you have any questions or doubt the accuracy of the Letter Wizard.

Another important factor in the readability of a letter is the font. The generally accepted font is Times New Roman, size 12, although other fonts such as Arial may be used. When choosing a font, always consider your audience. If you are writing to a conservative company, you may want to use Times New Roman. However, if you are writing to a more liberal company, you have a little more freedom when choosing fonts.

Punctuation

Punctuation after the salutation and closing - use a colon (:) after the salutation (never a comma) and a comma (,) after the closing. In some circumstances, you may also use a less common format, known as open punctuation. For this style, punctuation is excluded after the salutation and the closing.

More From Forbes

Write a cover letter to get noticed (and hired): 4 best practices.

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A great cover letter is a primary step in getting the job.

Despite headlines about layoffs and companies downsizing, the job market is still strong. But to find a great job, you must set yourself apart, and a primary way to make an impression is with a compelling cover letter.

The cover letter is still critical to the way you present yourself—and perhaps more importantly—the way you distinguish yourself from so many other job seekers.

Cover Letters Matter

Fully 56% of employers prefer a cover letter, according to an article published in Business and Professional Communication Quarterly . And 45% of recruiters said that not having one could result in your application being rejected, according to stats collected by Resume Now .

Hiring managers say cover letters make them more likely to pay attention to an application. They say they read them, and they are an important factor in the hiring decision. In addition, 47% of people include a cover letter, based on the Resume Now stats.

Cover letters admittedly require a lot of effort to research, customize and write—but they are worth it and a necessary part of the process. Write one whether or not it is requested , because it will make you more memorable and separate you from the pack. Just make sure you provide a high-quality cover letter, because a poor letter is worse than none at all.

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Best covid-19 travel insurance plans, write on purpose.

When you’re developing your cover letter, be sure you write with its purpose in mind. Use it to introduce yourself and as a vehicle to create your first impression . A cover letter should communicate why you want the role, why you’d value working for the organization and why you believe you’re a good fit to the role and the culture.

A cover letter is meant to provide details which go beyond your resume, expanding on responsibilities, giving examples and highlighting your achievements and results. If necessary, you can also use it to explain gaps in your resume or extenuating circumstances related to your employment.

Include a cover letter whether they request one or not.

Write For Relevance

In addition to writing a cover letter in the first place, perhaps the most important thing you should do in the document is to show a match between your talents and the job you’re applying for.

Do your homework, researching the job and the organization so you can reflect the company’s direction and priorities and make a case for how you can contribute to reaching them. Highlight the way your achievements relate to the role you’re applying for.

In addition, be humble. Talk about making a contribution to something, not achieving it by yourself. Communicate what you have learned about the job or the organization through your research, but stop short of saying you understand it perfectly. Hiring managers want to know you’ve put in the effort to read, review and learn, but they also want to know you get that there’s still a lot to discover .

Write For Alignment

Be sure your cover letter is aligned with your resume, but doesn’t repeat it. Be consistent in the format you use for both documents, and ensure your name and contact details are identical between the two.

In addition, align what the reader will see on each document. If your cover letter includes an example of the results you drove in your project management role with a volunteer association, be sure you reflect the details (for example, the name of association and type of responsibilities) similarly so they can make easy references. In addition, be sure the experiences you’re referring to in the cover letter are actually reflected in the resume.

The cover letter is also an opportunity to highlight which elements of your resume are most relevant. You may be a brilliant financial mind and previous roles demonstrate this—but if the job you’re applying for doesn’t include a finance component, you should use the cover letter to highlight the skills which are most related to the job you’re pursuing.

Write For Accuracy

Your cover letter should include a header (your contact information as well as the organization’s) as well as a salutation. Be sure to address it to a real person if you can determine the name of the proper recipient.

After these, your letter should include an introductory paragraph which talks about why you’re interested in the job and a body which provides details about how your experience is a match. Finally, it should include a concluding paragraph which summarizes your interest and invites the hiring team to contact you.

Be descriptive in your cover letter, but also concise. Fully 70% of hiring leaders prefer a shorter letter, according to the Resume Now stats. In addition, be creative and let your personality show, but avoid being goofy or gimmicky.

Always be sure to proofread your letter multiple times and even ask a friend to check it for you—to be sure it strikes the right tone and is error-free. When you’re deciding what to include in your cover letter, also be sure to follow directions from the organization, including all the necessary specifics they request.

A Reflection of You

Your cover letter is a reflection of you. It demonstrates your commitment to making the effort and putting in the work to make a case for yourself in relationship to the job and the organization. These will send a strong message to the potential employer about how you’ll perform and present yourself in a job .

Done well, a cover letter takes a significant investment of your time, but it will surely pay off in finding a great role!

Editorial Standards
Reprints & Permissions

Think of your readers and their needs.
Be specific when making your points.
Make your subject line short and descriptive.
Use bullets or numbers to clarify points or lists.
Cover only a single subject.
Memos should be short and concise; try to keep them to one page.

Called memos for short, memorandums routinely are used within an organization to communicate a variety of ideas, from a new sick day policy to short reports and proposals. Among their many uses, memos confirm conversations, share ideas, instruct employees, and communicate policies. Because memos either request or share important information, they need to be carefully and concisely written so that the message is clear and accurate. A poorly written memo could confuse readers, offend employees, and create a loss of time.

Even with the popularity of e-mail and teleconferencing, surprisingly, effective memo-writing remains an essential skill in interoffice communications. Memos may be delivered via e-mail, but they still should follow the same professional and formatting standards as those printed on paper.

Typically, memos are short and communicate a single subject. If you have two subjects to cover, consider writing two separate memos.

Here are the basic steps to take when writing a business memo:

1. Jot down a list of the points you wish to cover in the letter.

2. Write the first draft.

3. Proofread, checking for spelling and grammatical errors. Do not rely solely upon your computer's spelling-check program. Computers do not understand context and never will never know if you meant "your" instead of "you" or "you're."

Writing a memo is not difficult and does not require much time. Just remember that a memo is in writing, which means it is permanently documented. Your memo represents you and your company; any glaring errors may cast you in a negative light among your peers and subordinates.

E stablishing the Tone of Your Memo

Depending on the type of memo and who your readers are, different memos should be written with different tones. For instance, if your memo is announcing the company's holiday party, it should have a fun and festive tone, not serious and formal.

Change: It has been decided that the annual holiday party will be on Friday, December 16. It will begin at 6 p.m. and end at precisely 9 p.m.

To: Ready for some fun and festivities? Our holiday party will be on Friday, December 16, from 6 to 9 p.m. There will be music, snacks, drinks, and even a secret Santa gift exchange! We hope to see everyone there. Happy Holidays!

On the other hand, if you are requesting a deadline extension from a superior, you would take a professional and formal tone. However, formal does not mean stuffy, droning on, or using big words from a thesaurus. Writing like that can leave you looking stuffy and out of date.

Change: In can be seen from the lack of progress in gathering the second quarter's numerical data that we will need additional time to conclude the assignment.

To: Because of the Shanghai office's two-week closing, we were unable to gather all of the second-quarter data. Now that the Shanghai office has re-opened, we will need an additional two weeks to retrieve the final numbers and finish the project.

A Memo's Opening

Typically, a memo should begin with you stating your precise purpose in writing it. That may begin with a brief summary of the problem, but the main point should be covered.

1. The office will be open the day after Christmas.

The exceptions to putting the main idea first are when:

· you are giving bad news.

· when readers are likely to be skeptical.

· when you are in disagreement with your superiors.

In the above cases, it will work to your advantage to use a more persuasive tactic by first stating the problem and then presenting points that support your recommendation. When done properly, this method can lead readers to your desired conclusion before you even tell them what it is.

Making Your Memo Easy to Read

Long blocks of text are hard to read and unappealing to look at. It is often a good idea to use short paragraphs, headings, and lists to break up text and lay your message out in a logical format.

Short paragraphs: Try to limit each paragraph to one idea. If a one-paragraph idea seems too long, see if you can make your point more precise or try to create two paragraphs, each communicating a different part of the point.

Headings: In long memos, headings are a great way to divide the material into manageable segments. They not only call attention to main topics but they let the reader know when there is a change in topic.

Lists: Using lists to emphasize critical points is much more persuasive than lost text in a lengthy paragraph. Just be sure not to overdo bulleted or numbered points. A memo full of lists is difficult to understand because readers need to connect the points themselves, rather than being guided by text.

A Memo's Ending

Typically, memos do not require a conclusion other than the optional "Please contact me if you have questions" or something similar. Memos are not letters and do not require the writer to include a closing signature. To signify that you wrote and approve of the memo, a writer should write his or her initials next to the name in the "From" line of the heading.

The Parts of a Business Memo:

Here is an example of a typical business memo:

The Dashing Dance School

DATE: May 23, 20--

TO: Advertising Department

FROM: Mandy Joyne

SUBJECT: Third- and fourth-quarter marketing ideas

After our meeting on Tuesday, we had a chance to review your marketing suggestions for the third and fourth quarters and would like to immediately move forward with the "Back to School" series of advertisements.

We are still reviewing the other marketing ideas you presented but wanted to give you the go-ahead on this one. Thanks for all your hard work, and we will have a decision on the remaining ideas within a week or two.

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7 ways to use ChatGPT at work to boost your productivity, make your job easier, and save a ton of time

ChatGPT won't replace your job anytime soon. But it can make it a little bit easier.
With its impressive functions, the buzzy AI chatbot could give some workers a "productivity boost."
Insider compiled a list of seven ways workers can use the AI tool to help do their jobs.

OpenAI's ChatGPT and similar AI tools may not replace jobs anytime soon . But they can help workers across many industries – from tech to media – do their jobs better and more quickly.

"It's almost like a bit of a productivity boost that some of these occupations might get," Anu Madgavkar, a partner at economic research firm McKinsey Global Institute, told Insider.

The buzzy conversational chatbot – which attracted one million users soon after its launch last November – has been used to generate real estate advice , provide tips on how to start a business , and even write music in the style of individual artists , all with varying levels of success.

Investors have been pouring hundreds of millions of dollars into industry-specific generative AI tools out of the belief that these have the potential to solve problems that, say, hospitals and marketing departments may encounter.

Sam Altman, the CEO of the firm behind ChatGPT, would agree, as he previously said that "generative text is something we all need to adapt to."

"We adapted to calculators and changed what we tested for in math class, I imagine," Altman said during an interview with StrictlyVC in January . "This is a more extreme version of that, no doubt, but also the benefits of it are more extreme, as well."

Mark Muro, a senior fellow at the Brookings Institute who has researched the impact of AI on the workforce, echoes the sentiment.

"It's absolutely true that AI applications like ChatGPT can very much improve workers' lives," Muro told Insider.

Workers should be careful when using AI tools, as the tech can be prone to misinformation , and it can remove the human touch from tasks like writing. Most companies also haven't established formal rules around employee use of the AI tool, though firms like Microsoft – a major partner and investor of ChatGPT's parent Open AI – have recently given employees the green light to use the chatbot for work purposes, as long as they don't share sensitive information with the site.

Here's how you can use ChatGPT and AI to help make your work life easier.

Story was originally published in February 2023.

Use it as a Google alternative for research

How many times a day do you Google something at work? With ChatGPT, that may become less common.

In fact, the search-engine giant is reportedly worried that you'll eventually put your queries into ChatGPT instead. The company issued a "code red" over the bot's potential threat to its search business.

"Google may be only a year or two away from total disruption," Gmail creator Paul Buchheit tweeted on Wednesday , adding that AI will be able to "instantly do what would take many minutes for a human" to do using a search engine like Google .

While ChatGPT isn't always accurate — its knowledge only goes to 2021 — it can analyze data from millions of websites to try and answer whatever question it receives. Plus, it gets smarter the more it's used .

Rather than providing users a series of links to sift through — many of which are high up on the page simply due to advertising spend — ChatGPT provides the user with a quick answer. And if the answer is too complicated, ChatGPT can explain it in simpler terms if you ask it to.

Having quick access to information could ultimately make your job more enjoyable by freeing up time for idea generation.

"Some of the more boring parts of the job may disappear," Oxford economist Carl Benedikt Frey told Insider. "We may begin focusing more on generating the right ideas, asking the right questions, things that are more interesting."

Use it to write essays, speeches, cover letters, songs, and employee evaluations

As many students with essay assignments have already realized , ChatGPT can be quite useful as a writing tool.

While some teachers are trying to crack down on AI's use, UPenn professor Ethan Mollick recently told NPR that he's requiring his students to use ChatGPT.

He said he thinks it can help students generate ideas and improve their writing , adding that the tool could help save time when writing letters and emails, as well.

"There's a lot of positives about it," Mollick said during the NPR interview. "That doesn't minimize the fact that cheating and negativity are there, but those have been there for a long time."

Jeff Maggioncalda, CEO of online course provider Coursera, told CNN he uses ChatGPT to write work emails and even speeches.

"I use it as a writing assistant and as a thought partner," Maggioncalda said.

Creatives looking for inspiration for their books or songs have also asked ChatGPT to produce some rough drafts for them .

TikTok user @frontlineleadership , who works as an executive coach, said that he even used ChatGPT to write employee evaluations and was satisfied with the outcome.

"I only had to make slight adjustments here and there," the TikToker said in a January post. "It literally saved me probably 12 hours of work."

"ChatGPT is a game changer," he said.

Use it to analyze vast amounts of data

Many roles involve various forms of data analysis, and ChatGPT can process a lot of information quickly.

"Analyzing and interpreting vast amounts of language-based data and information is a skill that you'd expect generative AI technologies to ramp up on," Madgavkar told Insider .

"If you're an academic, it's quite nice that you don't have to do statistical analysis by hand," Benedikt Frey said. "You can produce a lot of more stuff."

It could also help those trying to use data to make investment decisions, Muro, a senior fellow at the Brooking Institute, previously told Insider .

"AI can identify trends in the market, highlight what investments in a portfolio are doing better and worse, communicate all that, and then use various other forms of data by, say, a financial company to forecast a better investment mix," he said.

Use it for scheduling tasks, planning, and time management

Getting your busy work schedule organized may be time consuming — but ChatGPT and other forms of AI can help make the process go a little bit smoother.

Economists at the Organization for Economic Co-operation and Development (OECD) conducted a study in 2022 on the skills that AI can replicate and found that AI tools can handle scheduling and task prioritization — in many cases, even "better than humans."

"Scheduling work and activities seems a perfect AI problem," the study said .

Some users have tried this out with promising results. Micah , a Youtuber that makes videos exploring AI, posted a video demonstrating how he used ChatGPT to automate his work scheduling.

After he asked ChatGPT to create a daily work schedule that includes tasks like finishing a performance report and scheduling a meeting with his boss, the chatbot was able to spit out an hour-by-hour breakdown of a potential schedule in a matter of seconds.

He then asked ChatGPT to reprioritize certain tasks, but ChatGPT suggested that "it may not be feasible" to do so given his time constraints.

"This is one of the underrated things ChatGPT can do," Micah said.

When looking for a second opinion: Ask it how to start a business, make strategic decisions, and support customers

If you're a current or aspiring entrepreneur, ChatGPT may be able to help you think through the process of starting a business.

Insider's Jennifer Ortakales Dawkins asked the chat bot a variety of questions and found it to be a useful tool for generating ideas, estimating startup costs, and outlining a business plan.

Coursera's Maggioncalda told CBS MoneyWatch he uses ChatGPT to think through business challenges and strategies.

"I ask ChatGPT to become aware of where my biases and blind spots might be," he said. "And the answers it gives are a really, really good starting point to check your thinking."

Even Amazon employees who tested ChatGPT said it does a "very good job" of answering customer support questions and is "very strong" at answering queries around corporate strategy.

Turn it into a coding assistant

Oded Netzer, a Columbia Business School professor, thinks AI will help coders rather than replace them.

"In terms of jobs, I think it's primarily an enhancer than full replacement of jobs," Netzer told CBS MoneyWatch . "Coding and programming is a good example of that. It actually can write code quite well."

Specifically, ChatGPT is capable of quickly generating lines of code to resolve certain coding problems. One TikTok user, @asap_blockie, asked ChatGPT to identify the error in some code he was working on as part of his job, he said in a December video .

"It spat out what was wrong with my code," he said. "And then I copied that and pasted it in, and then it worked."

But coders should proceed with caution when receiving help from an AI, as some users have found that ChatGPT incorrectly answers coding problems.

When work isn't going great: Use it to apply for a new job or to negotiate a raise

Finally, if you're not happy at your job, ChatGPT may be able to offer some support. People are using it to craft their resumes and cover letters as they undergo their job searches.

"It will make you a cover letter so you don't have to waste your time anymore," Jonathan Javier, CEO of the career consulting company Consulting, said in a January TikTok video .

If you're fairly happy at work but feel like you're underpaid, ChatGPT might even be able to help you get a raise . Insider's Sarah Jackson asked ChatGPT for advice to help her prepare for a theoretical salary negotiation, and two career coaches told her she'd probably be able to get a raise if she followed the AI's script.

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√ Free Printable Business Memo Format
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Business Memo Templates

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