Memo writing is something of an art form. A letter is not a memo, nor is a memo a letter. A memo is a short, to the point communication conveying your thoughts, reactions or opinion on something. A memo can call people to action or broadcast a bit of timely news. With memo writing, shorter is better. As with all writing, memo writing needs a structure. Because they are short, rambling meanderings will soon destroy the memo’s effectiveness and become a waste of productive time to those that read it and to the person who wrote it. If you have something longer than a page, it’s better to send it as an attachment or a document that follows the memo used as a cover letter. Never make a memo too long. If someone takes a glance at a memo that appears to be too long, there’s a good chance it will be set aside for a time when they aren’t busy. This can defeat your memo’s purpose which is timely communication.
To: All Staff
From: The Boss
Date: June 1, 2006
Re: New Memo Format Effective June 1
In order to make interoffice communications easier, please adhere to the following guidelines for writing effective memos:
· Clearly state the purpose of the memo in the subject line and in the first paragraph.
· Keep language professional, simple and polite.
· Use short sentences.
· Use bullets if a lot of information is conveyed.
· Proofread before sending.
· Address the memo to the person(s) who will take action on the subject, and CC those who need to know about the action.
· Attach additional information: don’t place it in the body of the memo if possible.
· Please put this format into practice immediately. We appreciate your assistance in developing clear communications.
The mail or post is a system for physically transporting documents and other small packages, as well as a name for the postcards, letters, and parcels themselves. A postal service can be private or public, though many governments place restrictions on private systems. Since the mid-19th century national postal systems have generally been established as government monopolies with a fee on the article prepaid. Proof of payment is often in the form of adhesive postage stamps, but postage meters are also used for bulk mailing. Modern private postal systems are typically distinguished from national postal agencies by the names "courier" or "delivery service". Postal authorities often have functions other than transporting letters. In some countries, a Postal Telegraph and Telephone (PTT) service oversees the postal system as well as having authority over telephone and telegraph systems. Some countries' postal systems allow for savings accounts and handle applications for passports.