An effective staff memo is really very important to be drafted as it helps in motivating the staff to take the actions recommended in the memo against any specific issue.
A staff memo is drafted for informing the members working in an organization about any specific issue, that encourages them to take an action. These issues can be any event, a policy and even a resource. Basically, the word memo came out of memorandum and the meaning of the memorandum is to remember something or keeping it in mind. Writing an effective staff memorandum requires a little hard work. Some guidelines for writing a readable memo to the staff are:
Always write the heading segment:
It should always be specified in the memo that who is it for and who sent it. It must be started with a heading segment and there must be included an exact and complete date and the subject matter of the memo in the heading segment. The heading segment must be written with the following format:
To: Name of the recipients, along with their jobs.
From: Name and job title of the person drafting that staff memo.
Date: Exact date when the memo is drafted.
Subject: Always highlight in the subject that what the memo is about.
The readers must always be addressed by their exact names instead of their nicknames, so that they do not face any kind of difficulty in understanding the memo. While constructing the headline of the memorandum, double space must be given between the sections and the text must also be aligned.
Here is preview of a Free Sample Staff Memo Template created using MS Word,
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Consider who the audience should be:
In order to get the staff read the memo and respond to it as well, it is very important to work on the tone, length as well as on the level of formality of the memo. Doing this by putting all the efforts requires that the person drafting the memorandum has a great idea that what is that memo intended for. He should always think about the priorities of the staff he is drafting the memorandum to and also try to imagine that why the information being presented to the staff is important for them.
Always introduce the issues to the staff clearly:
The person drafting the office memo must always brief the staff with the context behind every action that he wishes the staff to take. This is more like a thesis statement that at first introduces the topic and then states why it matters. The only required information must be included in the memo that is needed. And the opening of the staff memorandum must be about ¼ of the total length of the memo.
Support the action:
In the discussion statement, the person drafting the memo should be persuasive. He should mention how the staff can get benefits from the action that is recommended in the memo and also the disadvantages of not following instructions in the memo.
Close the memo with friendly endings:
The memo must always be closed with friendly ending that encourages the staff to take an action that has been recommended in the memo for the specific issue. With an effective ending, the staff must be given a sense of solidarity and optimism as well.
Here is download link for this Staff Memo Template,
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Clik here to view.
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