Plan your memo before actually writing itDo you know what you want to say? Are you conveying some information, asking for a decision or putting up a proposal?
You may want to make a note of the points that you want to cover before you begin writing.
Stick to a framework when you writeDepending upon the nature of the contents, you may need an introduction, a main body, and a conclusion.
The first part of your memo should clearly say what it is about and why it is important. Be careful not to ramble or you will lose the reader's interest at this stage itself.
Now put down what you want to convey. If it is possible, use bullet points and be careful to format the contents in a consistent manner. If you are presenting any information, state where you have got it from. Provide a link if it is appropriate.
Each point that you write should be complete in itself and lead on to the next in a logical manner.
In memos in which you are asking for an approval, the conclusion is probably the most important part. Clearly state what you want. Make your conclusion as unambiguous as possible.
Importance of editing and formattingDon't underestimate the importance of giving your memo an orderly and business-like look. The paragraphs should be evenly spaced and aligned. If you vary the font size for headings and sub-headings, ensure that you do this consistently.
Why is this important? Poor formatting or an error in using the correct font size could make the reader doubt the accuracy of your data or the diligence with which you have done your work. A little time spent on looking over what you have written and making corrections can save you from making an embarrassing mistake.