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Memos: Write Them Right

Canadian Management Centre

Here is a step-by-step guide to help you with the next memo you write.

Step #1: Outline your thoughts. If it is a major document, put your thoughts in writing.

Step #2: Identify your main points. For each main point, you should have:

Supporting facts: Avoid insupportable claims or broad generalizations. Provide references for statistics and other data to give your memo a tone of authority.

Examples: Wherever possible, use these to help readers in understanding your message.

Closure: In other words, let the recipient know what you expect in the way of a response. Assign responsibility, request action, or provide a timetable for follow up. Ask the question, "What should happen next? And answer it so that your reader can take action. That action may be as simple as getting approval for your idea.

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