Employees at all levels may need to write announcement memorandums (commonly referred to as memos) as a part of their jobs. Writing effective memos reflects positively on the person who wrote them, as it is a sign of having good communication skills. Announcement memos give positive and negative news to employees throughout an organization.
Promotion and job opening announcements are often received with excitement, while policy changes and cut back announcements can cause anxiety and stress. Crafting a solid message helps deliver messages clearly and in a positive manner.
1. Identify the Key Message
Identify the key message that you are trying to convey. Reflect on whether the news will be welcomed or not, and use this information to decide how best to frame the message being delivered. Negative messages will need more information on why something is being done, while positive messages can focus on the news being delivered without adding detailed background information concerning why the event took place.
2. Use a Conventional Announcement Memorandum Format
There are four basic components used in the standard format of an announcement memo. The best memos stick to the accepted format recognized in business writing. In doing so, memo writers remain neutral in their announcements and do not appear biased. Memos contain four key sections: heading, opening, body and conclusion.
3. Craft the Heading Fields
Create your heading. Headings include four main sections: to, from, date and subject. The "To" field includes a list of recipients and their job titles. The "From" field includes the name and title of the person the memo is from.
The "Date" field is most frequently the date the memo is delivered, versus the date it is drafted or created. The "Subject" field tells recipients the memo's purpose. These fields are similar to the fields commonly used in emails, and they should each appear as follows:
4. Write the Opening of the Memo
Write the opening of the memo. The opening paragraph focuses on the purpose of the communication. including any background information needed to help recipients understand the announcement being made.
5. Complete the Rest of the Memo
Write the body of the memo. The body includes any and all detailed information that recipients need to know. Promotions may include information on an employee's new job and responsibilities, as well as when they will be taking on their new role. Policy changes should include information on when the new policy will become effective and how it will impact employees.
Write the conclusion of the memo. A good conclusion tells employees what they need to do to prepare for changes.
Take some time away from the memo and then return to it to edit with fresh eyes. Well-written memos are free of grammatical errors and deliver clear messages.