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How To Write A Better Memo
Size doesnt matter. Such is the case with the memo. Isnt it amazing how one relatively short document can be such a huge pain? Memos are an overlooked office document. We assume the least amount of words on a sheet of paper makes it least important. How wrong we are. Memos are as important as a ten-page business letter autographed by Brad Pitt. A poorly written memo can be irritating to readers (who really just want to get back to work) and damaging to the sender (who has no idea how he or she managed to come off sounding so careless). Learning to write concise and effective memos is a skill vital to any business person. The following tips show you how to construct a formidable, readable memo.
BE SHORT, BUT SWEET
The most common problem with memos is their length. Regardless of the topic, a memo should never be more than two pages; any longer and the memo begins to ramble on like a report. Unless youre reprimanding every person in the department, theres no reason to be aggressive or rude. Keep it short, be polite and get to the point as quickly as possible.
STAY AWAY FROM THE CLICHÉ
Overused phrases like Were sorry for the inconvenience... and Please dont hesitate to contact us... arent just cliché, theyre vaguely heartless. Using such trite phrases shows your readers that you simply dont care enough to phrase it differently or be remotely personal. Try Were sorry about this... or Give me a call... instead. Remember, you know these people -- act like it!
MAKE THE POINT IMMEDIATELY
Instead of discussing a problem at length before ending with a vague conclusion as to what you need from the reader, get to the point in the first sentence. Your readers will be more likely to keep reading if they already know what youre asking of them.
FOCUS ON THE PEOPLE
Avoid using passive verbs; and avoid sentences that rarely include a pronoun. Keep your memo focused on both the reader and yourself by using I, you, we and our often. Its far more direct and personal and makes the reader feel as if youre with them, not preaching at them.
KEEP IT CONVERSATIONAL
Strive to write as you talk, or at least as closely as possible. Use short sentences, familiar words and contractions. Try reading your memo out loud after writing; does it sound like you? Would you actually say these things? If not, revise until youve got the closest approximation. Never distance yourself from the reader with wordy sentences.
MAKE YOUR NEEDS SPECIFIC
What do you need from the reader? When and how do you need it? Make sure to close your memo with a summary of the points, but also be as specific as possible about what exactly you want; never leave the reader guessing. If you need a response via email by 2pm, say just that. Be as polite as possible here; nothing turns off a reader more than being yelled at for a response.
BONUS : How To Write A Better Press Release
A press release is the most effective way to generate free publicity for your business or organization. A well-written press releases can generate mountains of coverage, and most of the time, that coverage will be more in-depth than any ad. Writing press releases are tricky; since theyre targeted mostly to journalists, the focus, style and tone is different from the typical business document. The following tips will help you craft a clear, creative press release.
THE BASICS
Like any news story or announcement, a press release must be spun -- that is, it must have a particular angle interesting to journalists and, subsequently, to readers. Sure, the opening of a new office might mean big things for your company, but its of little interest to the rest of the community if you dont tell them why they should care. Consider the following elements of a good press release and incorporate them into your work:
RELEVANCE: This is the most basic concern you need to address; how is your news relevant to the publications demographic? Are you providing jobs or new services? Is a prominent community figure involved? Does it relate somehow to a recent hot topic? Always know your releases relevance before writing.
TIMELINESS: A journalist will rarely pay attention to a release if it isnt timely. Does your release relate specifically to a holiday or event? Did it happen recently or will it happen soon?
DISTINCTIVENESS: What makes your news unique? Is it something interesting, or different, enough that people outside your company or organization would want to read about it? Would you?
LACK OF COMPETITION: Think carefully about other news or events taking place at the time of your release. Are you competing with holiday news when your release isnt at all holiday related? Will publications have bigger stories with which to concern themselves? If so, hold off on releasing your story until theres a bigger gap in the news cycle.
THE FORMAT
How you write your press release is equally as important as the information you choose (or choose not) to include. Follow these steps when writing your press release, and keep them in mind as you create a personal template for future releases.
RELEASE DATE: This should be the first thing under your letterhead. Include the exact date if the material is restricted to a specific time, or use the words FOR IMMEDIATE RELEASE if time isnt a factor.
HEADLINE: A strong headline will draw attention to your release, much like a strong headline draws attention to any news story. This should be one line only, in all caps and indicative of your releases exact point.
LEAD PARAGRAPH: In three sentences or less, immediately summarize your story. This paragraph is often called a nut graf in the newspaper business -- it tells the story in a nutshell.
BODY PARAGRAPH(S): The remaining paragraphs elaborate on your story and often include quotes from prominent people within the company or in your community. Keep the writing short and snappy, using familiar words and eliminating any clichés or redundancies. Remember: youre essentially writing for journalists, so use a style similar to that of the publication youre approaching. This should be no more than two paragraphs, which keeps your entire release to one double-spaced page.
END: A closing paragraph or summary (like the kind found in letters or reports) isnt necessary for a release; remember, this is similar to a news story. End with either ###, -end- or -30-.
A press release is the most effective way to generate free publicity for your business or organization. A well-written press releases can generate mountains of coverage, and most of the time, that coverage will be more in-depth than any ad. Writing press releases are tricky; since theyre targeted mostly to journalists, the focus, style and tone is different from the typical business document. The following tips will help you craft a clear, creative press release.
THE BASICS
Like any news story or announcement, a press release must be spun -- that is, it must have a particular angle interesting to journalists and, subsequently, to readers. Sure, the opening of a new office might mean big things for your company, but its of little interest to the rest of the community if you dont tell them why they should care. Consider the following elements of a good press release and incorporate them into your work:
RELEVANCE: This is the most basic concern you need to address; how is your news relevant to the publications demographic? Are you providing jobs or new services? Is a prominent community figure involved? Does it relate somehow to a recent hot topic? Always know your releases relevance before writing.
TIMELINESS: A journalist will rarely pay attention to a release if it isnt timely. Does your release relate specifically to a holiday or event? Did it happen recently or will it happen soon?
DISTINCTIVENESS: What makes your news unique? Is it something interesting, or different, enough that people outside your company or organization would want to read about it? Would you?
LACK OF COMPETITION: Think carefully about other news or events taking place at the time of your release. Are you competing with holiday news when your release isnt at all holiday related? Will publications have bigger stories with which to concern themselves? If so, hold off on releasing your story until theres a bigger gap in the news cycle.
THE FORMAT
How you write your press release is equally as important as the information you choose (or choose not) to include. Follow these steps when writing your press release, and keep them in mind as you create a personal template for future releases.
RELEASE DATE: This should be the first thing under your letterhead. Include the exact date if the material is restricted to a specific time, or use the words FOR IMMEDIATE RELEASE if time isnt a factor.
HEADLINE: A strong headline will draw attention to your release, much like a strong headline draws attention to any news story. This should be one line only, in all caps and indicative of your releases exact point.
LEAD PARAGRAPH: In three sentences or less, immediately summarize your story. This paragraph is often called a nut graf in the newspaper business -- it tells the story in a nutshell.
BODY PARAGRAPH(S): The remaining paragraphs elaborate on your story and often include quotes from prominent people within the company or in your community. Keep the writing short and snappy, using familiar words and eliminating any clichés or redundancies. Remember: youre essentially writing for journalists, so use a style similar to that of the publication youre approaching. This should be no more than two paragraphs, which keeps your entire release to one double-spaced page.
END: A closing paragraph or summary (like the kind found in letters or reports) isnt necessary for a release; remember, this is similar to a news story. End with either ###, -end- or -30-.
