An interoffice Memo is like any other memos, but it is intended for a wider type of audience especially if this is made by an employer unto his employees in any departments under one company. It should not be very long and complicated for it should serve as a clear and efficient way of communicating with the desired and concerned readers. This can also be made by an employee to address his or her co-workers. By using this, it allows the people in an organization or group to communicate or be notified by just reading it. Importance of the subject may be justified if the memo was made properly.
An Interoffice Memo has its own basic format, its body may vary from long to short depending on the matter of the subject. An effective way of communicating like an interoffice memo must contain the proper name of addressing the target audience, the current date of the making, the maker of the memo and its purpose or subject. It is also included in there a heading though it is not really required but may add a little professionalism, the main body of the memo and some closing remarks. The signature of the person in charge may also be needed and included for authorization and a watermark logo of the company may be optional.
Making an Interoffice Memo could be very easy for it does not require being really long and wordy. As long as the right contents and information are stated it could work. Here is a step by step procedure on how to create an Interoffice Memo:
Step1
Make a draft of the details needed to be in the memo. Choose all the appropriate words to use as well as the names for the audience. Know the purpose of the memo to ensure accuracy and clarity of the message.
Step2
Start by inputting the word Memo or Memorandum at the topmost of the page in the center.
Step3
Next is to put in the current date, the word To, From and Subject separately for each line . Make sure to put a colon mark in each of the words and then write down the details accordingly.
Step4
The person making the memo may opt to include on the first part of the message an introductory sentence or two about what the memo is up to. Be sure to keep this concise and summarized.
Step5
Proceed to the body of the message including all the important details and information which is the purpose of this memo. Keep the usage of words in a neutral and professional tone. Proper words must not complicate the idea of the memo.
Step6
After the body of the memo has finished, it is now time to make some closing remarks just right before the page would end. The maker could also request in this part if a confirmation message is needed from the audience.
Step7
Sign the memo for authorization. Provide the name in printed and then sign it in a place where everyone could notice it.
1
Consider the right words to use for the memo. It is ideal to look up for some words that would fit the memo and the audience.
2
The maker could also use some attachment but make sure to include some notes on the first pages of the memo. When there are some other pages, also make sure to staple them together.
3
If the memo has many topics to be tackled, use the correct way of separating the paragraphs for each of it. Bulleting or numbering may also be efficient for this. It is also ideal to keep some words in italic font or even bold to give emphasis for important matter.
4
Even everyone in the organization or group knows how to contact the maker of the memo especially if this would be the employer of the company, it is important to put some contact information as well.
5
Try to keep the memo concised and brief but not lacking in information and accurate details are stated.
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