How to Write a Memo to Purchase Computers

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A well-written memo can help you quickly obtain approval to purchase computers for your company or organization. The memo must clearly state the need for the computers, why the purchase should be made now and clearly outline any possible alternatives. The memo should be based on business reasons and not personal desires.

Gather information about the current state of your organization's computers. Find out if there are enough computers for all the organization's members, their working condition and when they were purchased. Find out the original purchase price and compare it to current prices. Gather data on money spent on repairs. Document the quality of the equipment and whether it has become outdated. Interview people who are using the current computers. Ask about their likes and dislikes. Ask if they felt their computers at home were better than their office computers, and if so, why.

Contact your peers in other organizations. Gather as much intelligence as you can about the computers they are using, how long they have been in service and any plans for upgrades.

Consider using the data you have collected to complete a SWOT analysis. SWOT stands for strengths, weaknesses, opportunities and threats. A SWOT analysis is particularly helpful when you are trying to justify a large purchase for a big organization. However, preparing a SWOT for any decision could help you build a better argument. A SWOT analysis will help you determine how strong your computer technology is today, its weaknesses and opportunities for improvements. It will also review threats, such as how your company could fall behind the times and lose business to competitors if it continues with outdated technology. Finally, gather pricing information from several vendors.

Write the memo using all the data you have required. Be sure to focus on the business case for the purchase; the actual purchase order will come later. Argue clearly and persuasively. Present the memo and gain approval.