Brainstorming Alternatives developed by Vicki Spandel Ahead of time, write this sentence on a piece of chart paper: I had a good time at your house yesterday.
Writing Memos[ edit ] A memo or memorandum is a communication note that records events or observations on a topic. Memos are typically used within a business environment as an interoffice tool and can serve many purposes.
Today, emails can be considered a common type of memo. For example, they call attention to issues that may need to be resolved, they update clients and other colleagues on the status of active projects, and finally, they give solutions to colleagues on issues that are related to the project being worked on.
They are good tools to provide a concise method of delivery. Remember to keep it simple. Guidelines to follow when writing a memo[ edit ] Use An Informative Subject Line[ edit ] Be specific from the beginning, tell the reader what the subject of the memo is and what is a proposal, progress report, question, or result.
The subject line is one of the first things the reader is going to look at as soon as they pick up a memo. For this reason the subject line needs to be informative so the reader knows exactly what they are reading as soon as they look at the memo. Use Strong Opening Sentences[ edit ] Like a subject line the first few sentences need to elaborate on the topic and purpose of the memo.
This gets the reader right into the information and avoids wasting time on lengthy introductions. Don't waste time and space with irrelevant information, get right into the issue at hand.
Use Active Voice, First Person[ edit ] Memos always have a conversational style, and use words like "I", "you", and "we".
It sounds more natural to say, "I would like you to do this" and it is more personal because you are addressing a specific individual. To get action from people, write in the active voice as opposed to the passive voice.
Write as if you were talking to the person face to face. Use contractions, however, avoid using slang words or phrases that might be misconstrued by a reader. On the other hand, keep the document appropriate for a work place setting.
Memos are professional documents. Although technical writing is not meant to sound academic, it is also not meant to sound unprofessional. A memo is a business document which is a reflection upon a business itself. It is also a legal document that can be kept for many years and can be used as a reference in given situations.
It needs to stay formal and professional. Colleagues, superiors, and clients do not want the document to be too casual because it can be possibly interpreted as disrespectful.
Never start a memo like you are talking in a conversation with a friend, using words like, "hey and hi.
This applies even when the person you are writing the memo to is a close friend. Do Not Get Wordy[ edit ] Avoid words that might not be known to readers. The language should be simple, but it should not be overly simple. No one likes to have to read between the lines when they are on a limited schedule.
Be honest in your word choice, without sounding wordy or pretentious. Only use jargon if it helps keep the memo concise and you are sure that the reader will understand the jargon. Your English teachers will all disagree, but in business, short and sweet is the standard for memos.
Check Before You Send[ edit ] Take time before you send the memo to make sure that you have covered all the correct information. Keep in mind that any written business document is legally binding, which means everything in the memo needs to be accurate.
Make sure that you look at your spelling, since the spell check on the computer program is not always reliable. You can be honest without sounding like a child.Using a dictionary and thesaurus as you write will improve your writing by improving your word choice. Connotations of words may be positive, neutral, or negative.
Slang, clichés, and overly general words should be avoided in academic writing. Avoid camouflaged verbs and strengthen your business writing. Use correct idioms and phrases: Be careful in the choice of idioms and phrases while writing business communication.
Use writing software: Use business writing softwares with grammar checker and text enrichment tool for writing effective business communications.
Common word choice confusions. Date published April 28, by Shane Bryson.
Date updated: June 12, but their occasional misuse or abuse can sew confusion in your writing and turn your reader away. This article lists some of the most frequently misused words, focusing both on issues specific to ESL writers and on issues for all.
These devices make me aware, that there need not be only one way of writing. I came across this site while browsing for writing tips and it has more than satisfied my need.
The greatest service, that rhetoric can make is to ease our mind in expressing ideas and make them effortlessly flow. I have a business with a name e.g. "my business". Wherever you see the company name it's always written as my★business - the company logo is similar and anywhere we write the name on the web.
"You can't wait for inspiration, you have to go after it with a club." - Jack London, "White Fang."On Word Choice And Punctuation: "Never use a long word where a short one will do.".