INTEROFFICE MEMORANDUM
TO:
A. COLLEAGUE
FROM:
[YOUR NAME]
SUBJECT:
MEMO WRITING GUIDANCE
DATE:
MARCH 4, 2013
CC:
[NAME]
Writing a memo can seem pretty intimidating at first, especially when that memo
will contain bad news that may not be expected by the memo recipient. One of the first
things to determine when writing a memo is to the audience and topic. This will help
with word choices and making sure that the memo does not ramble off topic. After this is
determined, the next thing to do would be to make an outline of how to address each
portion of the topic from your rough notes. This can act as a checklist to ensure no
information is missed in the memo. Create the document and begin typing. Most writing
programs offer a memo template, such as the one used for this memo, which can make it
easier to design your memo. This will keep the memo looking uniform and professional.
It can seem as though the work is finished after the memo has been written up,
and every topic from the outline has been covered, but there is still another step that
needs to be taken. Proofreading is an essential step. According to Pagel (2011),
“Documents that are error free create a favorable impression. Letters that look attractive,
contain no misspelled words, and use correct grammar and punctuation indicate to the
reader that the sender is a competent person who is concerned about quality” (p. 2). This
is the impression that you want to accomplish, even in-house, because it shows that care
was taken with the information gathering and presentation. This can be an important
point when the news that is being delivered is not the most positive news that could have
been expected by the person receiving the memo. One of the best ways to handle
proofreading is to allow some time to pass between writing the document and reading it
again. This may help you to pick up on anything that might have been missed during the
initial writing period. Also, if possible, it would be a great idea to allow a co-worker to
read over the memo before sending it out. The co-worker may pick up on any errors that
you missed, and give you feedback on how easy or difficult it was to understand your
message.
The final area to cover is delivering bad news. This is probably the most
intimidating topic to have to write about in any scenario. “State the bad news objectively
and professionally, using language that softens the message. Provide an alternative or
compromise, if possible” (Butterfield, 2009, p. 14). Although the initial marketing
results seem to be bad news, it would be in the best interest of the memo-writer to think
of ways that this information can be used in a positive and productive method. Going
beyond just reporting bad news can help to lessen the blow, and show the memo recipient
that there are ways to move forward.
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References
Butterfield, J. (2009). Written communication. Boston, Mass.: Course Technology,
Cengage Learning.
Pagel, L. G. (2011). Proofreading & editing precision (6th ed.). Mason , Ohio: SouthWestern Cengage Learning.
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