794 Views

How To Write A Memo To Your Boss

by Evelyn Bankole 

What is memo and why may your boss need to receive it from you?

Well, it’s a document, which provides plenty of information in a very brief form if it’s properly composed. Now, we will get to know how to compose a nice memo that can be given to a boss. What is memo? A memorandum (for shortness, memo) is an official document type that’s used inside a company for information. It’s used to convey a certain portion of information to a group of employees or to one person. It’s main usefulness and purpose is in its briefness and clarity.

There are no precise rules for writing memos but there are certain criteria of a memo quality and a range of typical features of a memo. For instance, you can compose a memo that takes only one page or a document that consists of several ones. However, if you are writing it for your boss, you need to be sure that he or she has time and interest to read several pages. At best, you should be as precise as possible and save your supervisor from a lot of unnecessary reading. Since memos are internal communication means, there can be regulations inside each company regarding the size and methods of formatting of memos. In case there are none, you should use the general rules, which will be listed below.

Main features of a good memo to a boss A memo meant for your boss is short and clear. In it, you render no useless details that are of no importance. On the contrary, you remove everything that has no meaning before your memo gets to its addressee A memo that you are going to give to your boss relates to subjects that are interesting to the boss or are within the area of his or her competency. That is, if you are a sales manager, you can write a memo on a decrease in the effectiveness of the sales department. Yet, you should never bother your boss with something like “the janitor moves flower pots and places them in a wrong order” A memo to a boss should also contain your ideas on what should be done with the problem that requires the boss’ attention. Focus on unique ways out and things that have never been tried before. A good memo to a boss should also contain the description of goals you want to achieve with the help of your strategy and the steps that will lead to this goal. It should be obvious that the goal is achievable.

Finally, the most properly composed memo to a boss will also contain some information on the possible risks and the precise actions you want to see from your boss, which are needed right now Now, when you know already what should be in a good memo to a boss, you need to have a pretty clear idea of how to write a memo. As a rule, people get completely puzzled when it comes to official documents like this and find it very hard to invent at least a couple of sentences. The simplest memo can even be handwritten and there’s nothing complicated in composing it. Below, you will find several steps that will guide you to composing a good memo in a matter of minutes.

Steps to composing a memo to a boss

1: Start with a heading. Type of write the word “memorandum”, all capital letters, in the top left corner of a page. If you are using a computer, type the word in bold. If you write, just make letters clear.

2: Set a double spacing and type or write the addressee of the memorandum on the next line. Address to a person formally, using all his or her titles and the full name. It will look like: “TO: The Executive Director…”

3: Add recipients providing there are any. The next line will look like: “CC: Emily Smith”, which stands for “Courtesy Copy”. This is a person who you are not addressing directly but the one who should also be informed.

4: Sign the memorandum. This will be the next line looking like: “FROM: Jerimiah Brown”. You are a formal person in this situation, too, so don’t forget your title.

ALSO READ  Simple Steps On How To keep Fit Without Visiting The Gym

5: The fifth line, after all the addressees and senders are named, it’s time to set the date. It will look like: “DATE: September 7, 2018”.

6: Finally, you are getting closer to the essence of your memo and it’s the subject. Keep on writing in the same column, under all the previous lines. “SUBJECT: Subordination issues in the office”. The subject should be short but convey as much information as possible.

7: If you like, you can add a line that will separate the heading (which involves all the above-mentioned lines) from the text where you are going to describe the problem for your boss.

8: Now you need to start writing about the problem and before you begin, you should think about those who will read it. It will help you choose proper words that will not offend anybody or reveal things that not all employees should know.

9: Get down to the explanation of the issue without many salutations or so. Remember about being laconic and avoiding really unnecessary details like the colors of suits, weather, and other things that don’t relate to the matter. The story should begin with the problem that’s described in no more than one paragraph.

10: Provide the context that will help your addressee understand the problem. For example, you are speaking about subordination issues and give an example of a precise situation when employees don’t follow subordination rules. Provide the context that will make your statement stronger. For instance, it can be a repeated situation in the office when people behave too daringly with their manager.

11: In the next paragraph, state your proposals regarding the matter. Name the benefits the company can have from the steps you suggest and the trouble that will come as a result of staying out of action. Also, suggest what the reader, i.e. your boss is supposed to do in this situation.

12: Round it up with some warm and polite summary. For instance, you may write something like, “I would be happy to discuss this situation with you at any given time that’s convenient to you”, or something like this. Don’t forget about your kindest regards and best wishes, and that you are “sincerely yours”, and so on. A couple of sentences will do fine.

How to write a memo to a boss properly If you are into handwriting, it would be better to you to choose clear white paper and make your handwriting as distinctive as possible. Your boss will hate to decipher awkwardly handwritten lines, no matter how important they are. If you are typing the memo on a computer, use proper formatting that will make the document easy to read and pleasant to look at. Use a good clear font that’s easily read: Times New Roman, Calibri, or Arial. Give the pages proper margins. They may be useful for your boss’ remarks and notes. Separate paragraphs with double line spacing. Make sure you do the proofreading after you complete the writing.

There should be no errors in grammar, punctuation or the content. Make sure all the names are written in a proper way. Remove everything that’s out of place in your memo, all the unnecessary details and useless explanations. After printing the memo out, sign it with your hand. Though there’s no separate line for the signature, you can and should sign it either at the bottom or next to your name in the header part. It will show that you have seen the memo and that you approve everything written in it. Now you can deliver your memo as you would prefer. It’s also possible to send memos via email. In this case, you will need to save your document as a PDF and attach it to the body of the email.

Get the best viral stories straight into your inbox!

Don't worry, we don't spam

Leave a Comment

Your email address will not be published.

This site uses Akismet to reduce spam. Learn how your comment data is processed.

Latest Posts

iPhone XS Max: All You Need to Know About the Biggest and Most Expensive iPhone Ever
Technology
53 views
Technology
53 views

iPhone XS Max: All You Need to Know About the Biggest and Most Expensive iPhone Ever

MT - September 18, 2018

The legendary co-founder of Apple, Inc., Steve Jobs, detested big phones and wouldn’t produce them. His successor, Tim Cook, apparently felt differently; borrowed a leaf from Samsung’s…

Top 7 Most Beautiful Ladies In Nigeria
Best of Nigeria
1276 views
Best of Nigeria
1276 views

Top 7 Most Beautiful Ladies In Nigeria

MT - September 18, 2018

There are a lot of girls with the brilliant faces, who work as models and get the titles on various model competitions. So who is the most…

Check Out Top 7 Most Expensive Places To Live In Lagos
Holiday and Travels
1249 views
Holiday and Travels
1249 views

Check Out Top 7 Most Expensive Places To Live In Lagos

MT - September 18, 2018

With property and living costs on the rise, expensive estates springing up in all parts of the city, the development of Lagos into a mega city has…

Check Out The List Of Top 7 Celebrities Who Were Allegedly Ruined By Drugs And Alcohol
Entertainment
772 views
Entertainment
772 views

Check Out The List Of Top 7 Celebrities Who Were Allegedly Ruined By Drugs And Alcohol

MT - September 18, 2018

Here is a list of top 7 celebrities who were ruined by alcohol and drugs by Fabinfos.com. This stars got themselves addicted in alcohol and drugs, ending…

Amazing: SEE The Beautiful Mini Jeep Made By A Nigerian Man, Andy Acka (Photos)
Best of Nigeria
75 views
Best of Nigeria
75 views

Amazing: SEE The Beautiful Mini Jeep Made By A Nigerian Man, Andy Acka (Photos)

MT - September 18, 2018

Nigerians need no introduction as they excel beyond expectations anywhere they are in the world. An average Nigerian is smart, tenacious and can see inspiration in what…

Meet The Man Who Rode Bicycle From Morocco To Nigeria (Photos)
Inspiring
57 views
Inspiring
57 views

Meet The Man Who Rode Bicycle From Morocco To Nigeria (Photos)

MT - September 18, 2018

A cyclist who is reported to be a Moroccan has ridden his bicycle from Morocco to Nigeria and is set to embark on a new journey to…

Adorable Video Of A 7-Year-Old Girl Bathing Her Newly Born Sibling
Inspiring
64 views
Inspiring
64 views

Adorable Video Of A 7-Year-Old Girl Bathing Her Newly Born Sibling

MT - September 18, 2018

This trending video of a 7 year old girl bathing her newly born sibling was shared by the father of the children on Facebook. Nigerians on social…

REVEALED: How Ex-President Obasanjo Ran NNPC As ‘One-Man Business’ For Good 8 Years
Business
56 views
Business
56 views

REVEALED: How Ex-President Obasanjo Ran NNPC As ‘One-Man Business’ For Good 8 Years

PH - September 18, 2018

A new book has told of how ex-President Olusegun Obasanjo ran the Nigerian National Petroleum Corporation (NNPC) as a “sole administrator” for the eight years he led…

Full List of the 2018 AWIEF Awards Finailists
Business
57 views
Business
57 views

Full List of the 2018 AWIEF Awards Finailists

PH - September 18, 2018

The Africa Women Innovation and Entrepreneurship Forum (AWIEF) has officially announced the finalists for AWIEF Awards 2018. The aim of the AWIEF Awards is to promote excellence in entrepreneurship…

“These Are Very Challenging Times For Our Country” – New Finance Minister, Zainab Ahmed
Business
71 views
Business
71 views

“These Are Very Challenging Times For Our Country” – New Finance Minister, Zainab Ahmed

PH - September 18, 2018

Newly appointed overseer of the finance ministry Zainab Ahmed who takes over from Kemi Adeosun assumed office on Monday. Adeosun resigned after it was revealed her National Youth Service Corps (NYSC) exemption certificate was forged.…

WATCH: This BBC Documentary Follows Children Sold To Repay Debts In Cross River
Art, History and Culture
54 views
Art, History and Culture
54 views

WATCH: This BBC Documentary Follows Children Sold To Repay Debts In Cross River

PH - September 18, 2018

It had sounded bizarre the first times news of it broke in the media, and it sounds bizarre still: children sold off to repay debts. A culture…

7 Sure Ways To Keep Your Bank Account Secure
Best of Nigeria
71 views
Best of Nigeria
71 views

7 Sure Ways To Keep Your Bank Account Secure

MT - September 18, 2018

The risk of a fraudster accessing your bank account through the card you use at the ATM or a shop terminal is very real. In fact, card…

Why I Will Stop My Daughter From Acting – Veteran Actress, Monalisa Chinda Reveals
Entertainment
74 views
Entertainment
74 views

Why I Will Stop My Daughter From Acting – Veteran Actress, Monalisa Chinda Reveals

MT - September 18, 2018

The joy of every parent is to see his or her child walk in his or her footsteps or choose the same career after them, but for…

In Photos: Davido Lies Flat On The Floor To Greet Uncle, Senator Ademola Adeleke After Campaigning In Osun
Entertainment
104 views
Entertainment
104 views

In Photos: Davido Lies Flat On The Floor To Greet Uncle, Senator Ademola Adeleke After Campaigning In Osun

MT - September 18, 2018

Apart from being a strong supporter of the gubernatorial ambition of his uncle, Ademola Adeleke, pop star, Davido is also very fond of the man. Apparently! The…

How I Raised $1 Million To Free My Brother From Kidnapper Evans
Politics
84 views
Politics
84 views

How I Raised $1 Million To Free My Brother From Kidnapper Evans

PH - September 18, 2018

Mr Edwin Udoji, a witness in the on-going trial of billionaire kidnapper Chukwudumeme Onwuamadike,alias Evans, yesterday told a Lagos High Court sitting in Igbosere how he raised…

Top 7 Best Private And Government Hospitals in Nigeria
Best of Nigeria
1385 views
Best of Nigeria
1385 views

Top 7 Best Private And Government Hospitals in Nigeria

MT - September 17, 2018

You will definitely agree with me that the Nigeria health sector has been seriously dilapidated and this has really debilitated the well-being of average Nigeria. Though our…

Lagos Ranked 8th Most Expensive City In Africa, 47th In The World; According to Mercer
Best of Nigeria
98 views
Best of Nigeria
98 views

Lagos Ranked 8th Most Expensive City In Africa, 47th In The World; According to Mercer

MT - September 17, 2018

Lagos has been ranked 42nd most expensive city to live in the world and 8th in Africa in a 2018 global cost of living survey by mercer.…

WATCH “I Am Nigerian” Documentary Series
Business
96 views
Business
96 views

WATCH “I Am Nigerian” Documentary Series

PH - September 17, 2018

Nothing depicts Lagos better than its yellow buses and their conductors. But not nearly enough is known about these people. I Am Nigerian, a documentary series, gives…

Loading...