Scenario
You work in the accounting department at your U.S. based company. The Vice President enters your office and asks you for a check for $250.00 for expenses he tells you he incurred taking a client to a late dinner the night before. He provides you with receipts for a dinner for two at one of the most expensive restaurants in the city. A few minutes later, you head over to the employee lounge and pass by his receptionist who is telling someone else how the VP proposed to his girlfriend the night before at that same restaurant. You decide you need to alert the CEO to the situation.
A memo consists of two parts: the identifying information at the top, and the message itself. At the top, identify for whom the memo has been written, who is sending it, the subject, and the date. The subject line serves as the memo’s title.
The style and tone you use in a memo will be determined by your audience: You can use a casual tone in a memo to a coworker you know well, but you should use a more formal tone in a memo to your boss. It’s important to organize your memos well. Most longer memos consist of an introduction, a discussion, and a conclusion. In the introduction, tell readers what prompted you to write (such as a problem or question about a specific procedure or policy), and provide any necessary background information. In the discussion section, or body, indicate what changes are necessary to address that problem or question. In the conclusion, state specifically how you want the reader to respond.
If you’re new to writing memos, use one of Microsoft Word’s memo templates. In Word 2016, click on File, then click on New, and search for Memo. Choose from over 15 different memo options. Be sure to swap the sample information in the memo with your own content.
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