3 Segments of A Business Memo in English and Its Examples

WritingSkills.my.id - A standard memo is divided into several segments or parts to manage information and also to help the readers unde...

WritingSkills.my.id - A standard memo is divided into several segments or parts to manage information and also to help the readers understand the message that the writer wants to deliver. 

Generally, there are 3 parts or segments of a memo: 

1. Heading Segment
2. Content Segment
3. Closing Segment

I will explain those 3 segments in the following explanations. Also check 4 samples of business memos after the explanations.

1. Heading Segment

General format of the heading segment is as follows:

TO	: (The recipient's name and position)
FROM	: (The sender's name and position)
DATE	: (The complete date when the memo is made)
Ref / SUBJECT	: (The subject is bold)

Tips on Creating Heading Segment:

1. The memo recipient's name and his/her position must be written correctly because there might be numerous similar names. For formal memos, it is advised to write the full name of the recipient.
2. A memo must have specific and concise subject. Avoid using words that have general meaning, for example the word "Rats" as the title or subject. The word "Rats" will have a very broad meaning that involves production activity, the company itself, or even relates to personal matters. The following subject would be more specific and clearer: "Curtailing Rat Extremity Parts in Our Product."

2. Content Segment

In general, the purpose of a memo delivered is written in the beginning of the paragraph and consists of three parts: (1) Context and Problem; (2) Specific Task; and (3) The Memo Purpose. 

(1) Context and Problem

The context here are occasion, situation or background problem that must be solved. The beginning of paragraph which is simple but easily understood is like the example: "In our effort to reduce rat parts in our product..." 

Remember that a memo only contains what is needed by the reader.

(2) Specific Task

In this part of specific task, a memo must explain what is wanted by the memo sender to be done by the recipient to solve existing problems. If the recipient is needed to act as soon as possible, the opening sentence could be like the following example: "You are asked to..." If the sender want to explain his purpose, it could be like the sentence below: "To determine the best method of controlling the percentage of rat extremities, it will...."

(3) The Memo Purpose

In this memo purpose part, it could be stated the reason that the memo is sent and things that must be done in the future. The sender must directly tell the recipient about the information presented in the memo. For example, the sender of the memo writes, "This memo presents a description of the current situation, some proposed alternatives, and my recommendations."

The content of the memo must cover various detailed information that support the initial idea. We must consider the following two things when creating a memo:

1. The most important information is placed in the beginning of the memo. 
2. The deductive method can be applied, that is presenting the general information first and then presenting the more specific information. 

Tips On Creating Content Segment:

1. It is better to use lists than to use paragraphs, so that the recipient will read the memo easily and his/her eyes will feel comfortable too.
2. Make sure the lists use proper words that are correct in English grammar. 

3. Closing Segment

This part is the last part of a memo. After the reader receives all the information presented in the memo, he/she is expected to understand the act that is wanted by the sender to be done. Take a look at this closing of a memo:

I will be glad to discuss this recommendation with you during our Tuesday trip to the spa and follow through on any decisions you make." Necessary Attachments

If it is needed, attachments like graph, table, list, and so on can be included in the memo. At the end of the memo, mention that there are several important attachments included. For example:

Attached: Several Complaints about Product, January - June 2023

4 Business Memo Examples, Samples

The following are four examples of memos for you as a guidance to start making a well-written business memos.