An enterprise of any form of ownership has its own workflow in the form of a set of papers of various types, systematized according to a certain principle. A memorandum requires special attention when drafting.
What is a memo
Business paper in the form of a memo is informative and recommendatory in nature. It is provided to the immediate superior or the head of the organization. The memo can be drawn up on the instructions of the management and on the initiative of the employee.
The document consists of specific facts in relation to a specific issue. In most cases, the memo is the subjective opinion of the employee, which is set out in writing. Sometimes, in the light of the events taking place in the enterprise, it is extremely important for the manager to know the opinions of subordinates in order to adjust their further actions. Employees are required to single-handedly compose a detailed response, supplemented by their own ideas and recommendations.
As for the subject matter of reports, it can be different: from a one-time provision of information to periodic reporting. Unlike explanatory and service notes, the memo can be used within the enterprise or play the role of a reporting document for a higher authority.
Reason for drawing up the document
A memo is drawn up as a result of a process out of control, which can harm the enterprise. It is then that the employee can similarly bring all the information to the attention of his superiors. For example, it can be multiple absenteeism of a responsible person or a disregard for the implementation of planned targets, which, of course, can negatively affect the results of the entire enterprise. In general, the document is intended to become a signal for a change in internal policy, which is currently being implemented by the leadership.
How to correctly draw up a memo
Usually a document consists of several parts. First, it is necessary to clearly formulate the reason that was the reason for writing the memo. It outlines the specific situation and lists the facts. Then it is quite lucidly recommended to express your own opinion about what is happening. At the same time, it is necessary to analyze the situation from all sides and offer your own solution to the problem.
All information should be presented succinctly enough, while adhering to the subject matter of what happened. Distortion of reality and the expression of conjectures that are not supported by an evidence base is unacceptable.
The document is placed on a sheet of A4 format with the obligatory indication in the upper left corner of the name of the unit. At the top right, you should place information about the addressee of the note. Slightly below, from a red line, the name of the document and its number, as well as the place of compilation, are written in large letters.
Then, the information is presented in a rather free form, which is supported by the signature of the employee - the author of the document.
Before sending the memo, it is recommended to carefully check the reality of all the above circumstances.
